Logical Operations

Logical Operators
Introduction
A logical operator is one used to perform a comparison between two values and produce a result of true or false (there is no middle result: something is not half true or half false or "Don't Know"; either it is true or it is false).

Equality =
The equality operator is used to compare two values for similarity. The syntax of this operation is: Value1 = Value2 If Value1 and Value2 hold the same value, then the comparison produces a TRUE result. If they hold different values, the comparison renders a FALSE value:

Once the comparison has been performed, it processes a Boolean value you can use as you see fit.

Inequality <>
Value1 <> Value2

To find out if two values are different, you can use the inequality operator which is represented by <>. Its sy

This comparison is performed between Value1 and Value2. If they hold different values, then the comparison TRUE result. If they hold the same value, the comparison produces FALSE

The equality (=) and the inequality (<>) operators are opposite each other.

Less Than <

The "Less Than" operator uses the following syntax: Value1 < Value2 If Value1 holds a value that is lower than that of Value2, the comparison produces TRUE. If Value1 holds a greater than or similar to that of Value2, the comparison renders FALSE

Less Than Or Equal <=

When comparing two values, you may want to know whether two fields hold the same value or if one is low other. This comparison can be performed with the "Less Than Or Equal to" operator. It is represented by <= is: Value1 <= Value2

If both operands (Value1 and Value2) hold the same value, then the comparison produces a TRUE result. If a value that is lower than that of Value2, the comparison still produces a TRUE result. By contrast, if the val

is higher than that of Value2, the comparison renders a FALSE result

Note that the > and the <= operators are opposite each other.

Greater Than >

The > operator is used to find out whether one value is "Greater Than" another. Its syntax is: Value1 > Value2

The operation is performed on the values of Value1 and Value2. If Value1 holds a value greater than that of the comparison produces TRUE. Otherwise, the comparison produces FALSE. That is, if the value of Value than or equal to that of Value1, then the comparison produces FALSE.

Greater Than Or Equal >=

If you have two values and want to find out whether they hold similar values or the first is greater than the can use the >= operator whose syntax is: Value1 >= Value2

If both Value1 and Value2 hold the same value, then the comparison renders a TRUE result. Similarly, if the Value1, holds a value greater than that of the right operand, Value2, the comparison still produces TRUE. If Value1 is less than the value of Value2, the comparison produces a FALSE result

Therefore, < and >= are opposite.

Logical Functions
Introduction

Because Microsoft Excel is not a programming environment, it doesn't use conditional statements seen i languages such as C/C++, Pascal, C#, Visual Basic, etc. Instead, Microsoft Excel provides functions that can same types of tests on cells' values and produce the same types of results.

A logical function is one that evaluates an expression and returns a Boolean result. For example, imagine series of cells that represent employees last name. If you are interested to know what cell doesn't have a name), you can use a function. On the other hand, imagine you have a cell that is supposed to indicate whe must receive a discount, you can use a conditional function to check it.

Most, if not all, logical functions check a condition and render a result. The condition is also called a criterion can be something like "Check if the cell contains Male", or "Check if the salary is less than $12.35".

IF

To check whether a criterion is true or false before taking a subsequent action, you can use the IF() functio is: IF(ConditionToTest, WhatToDoIfConditionIsTrue, WhatToDoIfConditionIsFalse)

When it is called, the IF() function checks the truthfulness or negativity of the ConditionToTest argument. If true, then it will execute the first expression, WhatToDoIfConditionIsTrue in our syntax. If the result is consider the second option, the WhatToDoIfConditionIsFalse parameter in our syntax.

Nested IF

The IF() function we have introduced above is used to check one condition and then take one or the oth some cases, you will need to check more than one condition. In other words, you may want to check a first that condition is false, you may want to yet check another condition. The pseudo-code used for such a scenar

If Condition1 is True Execute Statement1 Else If Condition2 is True Execute Statement2 Else Execute ElseStatement

Consequently, you can check as many conditions as you need to. The truthfulness of each condition would lea statement. If none of the conditions is true, then you can execute the last statement. To implement this s can include an IF() function inside of another. You can also include as many IF() functions inside o functions.

We are going to use the IF() function to find out whether a student passes the mark or fails the class, b overall average of the student's grades. We will set the mark at 12.50. If a student's average is above 12 goes to the next grade, otherwise,

Practical Learning: Using the IF Functions

1. Open the Red Oak High School workbook from Lesson 11
2. In cell B13, type Pass/Fail? 3. In cell C13, type =IF( 4. Click cell C12 and type >=12.50,"Pass","Fail") 5. Press Enter 6. Click cell C13 to give it focus 7. Drag its Fill Handle to cell H15. You can also put an IF function inside of another, this is referred to as nesting 8. In cell C14, type =IF(B14>16.5,"A",IF(B14>14.5,"B",IF(B14>12.5,"C",IF(B14>12,"D","F")))) Enter

Checking For Cell Nullity

Conditional Counting

In some cases you will need to count the frequency of (the number of times that) a value repeat itself in a se For example, suppose you have a list of students recognized by their gender using a certain column. P genders are, for example, Male or Female. You may be interested in knowing the number of boys. In this c count the number of occurrences of Male in the range of cells.

The count the number of occurrences of a value in a series, you can use the COUNTIF() function. Its syntax COUNTIF(Range, Criteria)

The functions include MDETERM, MINVERSE, MMULT, PRODUCT, SUMSQ, SUMX2MY2, SUMX2PY2, and SUMXM

Date and Time Operations

Dates

Introduction
A date is a number that represents the number of days that have elapsed from a set period in history. Microsoft Excel uses natural numbers to represent a date value as the number of days that have passed since 1/1/1900 on MS Windows (or since 1/2/1904 on Macintosh).

Date Representation
To make a date easily recognizable, there is a formula you use, depending on the language. The first place you can check about representing dates is in Control Panel from the Regional Settings. In US English, this is represented as follows:

Based on this, to represent a date (in US English), you use placeholders for numbers and a special symb Date Separator. The default and most used date separator (in US English is the forward slash "/". Here is an representing a date: 8/5/2000.

Besides the numbers, you can use words to represent a date. The days of a week have names. There are ways to represent a day of a week. You can use a complete name as Sunday, Monday, Tuesday, Wednesda Friday, and Saturday. Each of these names also has an equivalent short name you can use instead. They a Tue, Wed, Thu, Fri, and Sat, respectively. A day of a week can also be represented by a natural number. By would be 1 for Sunday, 2 for Monday, 3 for Tuesday, 4 for Wednesday, 5 for Thursday, 6 for Friday, and 7 fo

The months of a year have names. As done with weekdays, there are three main ways to represent a month. a complete name as January, February, March, April, May, June, July, August, September, October, No December. Each of these names also has an equivalent short name you can use instead. They are Jan, Fe May, Jun, Jul, Sep, Oct, Nov, and Dec respectively. A month can also be represented by a natural number. T 01 or 1 for January, 02 or 2 for February, 03 or 3 for March, 04 or 4 for April, 05 or 5 for May, 06 or 6 for J for July, 08 or 8 for August, 09 or 9 for September, 10 for October, 11 for November, or 12 for December.

When names to represent a date, you can use empty spaces to separate the components of a date. You can comma and the empty space, where appropriate, to separate two sections of a date. Microsoft Excel as a powerful mathematical tool, recognizes all the rules of date representation but because so many ways of stating the same value, it completely allows you to indicate how you want your date represented. Microsoft Excel also provides suggestive formats you can use.

Dates-Related Functions
Introduction

To support dates values and operations, Microsoft Excel provides many functions for various scenarios functions, you will only use the value they provide (or return, as we studied about functions). With some ot you will have to create a date by providing the necessary value(s) as argument(s). There are two catego values you will need to keep in mind when creating your expressions: deterministic and non-deterministic:

A date value is referred to as deterministic when you know its value with certainty. For example, suppos company decides that nobody will work on 25 December of every year. This is a fixed day. If you involve expression, you know with certainty when this date occurs, which is 25 December of the year blah blah year is not important for this example)

A date value is referred to as non-deterministic when you cannot know in advance when the exact date but you know it will occur. For example, suppose that a company decides that, if December 20 th occurs o then the employees would receive their paychecks the Friday before, otherwise the employees would rec paychecks the following Monday. In this case, when you write the expression, you cannot know with cer the date would occur (don't think that you should/can write an long expression that covers dates from 2 2050; although you can, this is not professional and it is poor development). In this case, the date val involving in an expression is non-deterministic

For the sake of this lesson, we will use a data type called DateTime that represents a date (and/or a time) va

Get Today's Date

The TODAY() function can be used to get the current date of the computer. Its syntax is: DateTime TODAY() This function takes no argument but it returns a value that represents the date of the computer in which it is

Create a Date
To involve a fixed date in an expression, you can create it using the DATE() function. Its syntax is: DateTime Date(int y, int m, int d)

This function takes three arguments and each must be an integer. The first argument is a year value. It can b a 2-year or a 4-year digit. That is, the year can be as a number between 0 and 9999. If you pass the year digit or two digits, like 2, 1900 would be added to it. For example, the number 2 would produce the yea number 08 would produce 1908 and not 2008. Therefore, you should make it a habit to pass the year with is not an anomaly of Microsoft Excel. It was designed like that (if this appears like a problem to you, keep you are not the only one using MS Excel; someone else at the NIST or the Mossad is using it for something producing 1902 and not 2002 would suit him perfectly).

The second argument of this function represents the numeric month of the year. January is represented w February with 2 or 02, etc.

The third argument of this function represents the numeric day of the month. Here is an example typed in a cell: =Date(1988, 06, 05)

After calling this function and passing the required arguments, it produces a date value. When passing the day, make sure you follow the rules of day values; otherwise, you may use an unpredictable result. If you invalid date for either argument, Microsoft Excel would follow some algorithm to try to figure it out. For exam you provide the following date: =DATE(1975, 02, 35)

Fortunately, instead of displaying an error, Microsoft Excel would find out if the day number is valid. In this c Therefore, in this case, maximum number of days allowed for the month would be subtracted from the provided, the corresponding number of months would be added to the month value and the rest of days wou to the day argument:

Date Conversion

Suppose a certain cell displays some text and that text might be the value of a date. Even if you believe that it may be safe to convert such text first to a recognizable date value before using it. To convert text to a dat can use the DATEVALUE() function. Its syntax is: DateTime DATEVALUE(Text)

This function takes one argument. The argument can be the content of a cell. When this function is called, it text provided as argument. If the argument holds a valid date value, the function returns it. Here is an exam DATEVALUE("05/2/1977") If the argument is not a valid date, you would receive an error ( #VALUE). A remedy is to check if the text date, then convert it, otherwise ignore it or do something else.

Returns the Parts of a Date

If a date has already been created but you want to retrieve only the year part, the month part, the day part, Microsoft Excel provides three functions that can take care of this.

Year: The YEAR() function is used to retrieve the numeric year of a date value. Its syntax is int YEAR(DateTime Value)

This function takes one argument. When called, it analyzes the argument. If the argument is a valid da function returns its year, a value between 1900 and 9999. For example, YEAR(12/05/2002) returns 2002 the argument as a (Long) natural number or a decimal, Microsoft Excel would use some algorithm, first to c date from the number, second to retrieve the year part. For example YEAR(37940.574) would produce argument is not a valid date and Microsoft Excel cannot convert it a valid date, then the function would prod (#VALUE). Month: The MONTH() function is used to get the numeric value of the month of a date value. Its syntax is: int MONTH(DateTime Value) Day: The Day() function is used to produce the day part of a date value. Its syntax is: int DAY(DateTime Value)

Times
Introduction

A time is a decimal number that represents a fraction of a day. Unlike a date whose starting point can depen factors, a time is usually stated to start on a non-spatial point called midnight.

Like a date, a time is represented with a combination of numbers and special characters. Like a date, the ch depends on the language you are using. The character used can be checked in the Regional Settings of Con the Time property page:

To represent time, a day is divided into 24 non-spatial fractions and each of these fractions is called an hou is divided into 60 fractions and each fraction is called a minute. The minutes are counted from 0 to 59. Ea divided into 60 fractions and each fraction is called a second. The seconds are counted from 0 to 59. Ea divided into 1000 fractions and each fraction is called a millisecond. The milliseconds are counted from 0 milliseconds are hardly used, only in extreme mathematically-oriented operations. To separate the sections o use a special character. In US English, that character is the colon. Therefore, 8 o'clock can be represented as

There are two ways to represent a time in a day. First, a day with light is divided into two sections. The first morning. The other part is called afternoon. The period that divides them is called noon. One way you can time, also called the military standard, counts the hours from 0 to 23. Using this technique, any time represented with a leading 0. A time commonly called "8 o'clock" or "8 in the morning" is represented a equivalent time in the second part of the day is represented as 20:00. Using this military time, you don't a indicate whether the time occurs in the morning or in the afternoon. The time stated provides complete info other technique of representing time consists of formally indicating in which part (also called a quadrant), the occurs. Using this technique, the first part of the day is represented with am, Am, or AM. This first part is cou to 11. Therefore, to indicate that the time occurs in the morning, after stating the time, you add an empty two characters. An example is: 8:16 AM. The second part of the day is represented with the combination The hours of this part are also counted from 0 to 11. To indicate that the time occurs in the afternoon, afte time, you add an empty and type the two characters. An example is: 8:16 PM.

Microsoft Excel recognizes all the rules of time representation. Since there can be different scenarios to value, it lets you customize how your time should appear.

Date and Time Combination

Introduction

In some circumstances, you may want a date and a time value values to be considered as one entity. This is To get the current date and time with one call, you can use the NOW() function. This function returns a formula M/D/YYYY HH:MM.

Printing
Standard Printing
Introduction
Printing allows you to get your work on paper. This is useful both for referencing and sharing your work. Data available on your worksheets can be explored and exploited in various areas including visual presentation or book review. Since printing involves different issues, it is important to know what Microsoft Excel offers. Before printing, make sure that a printer is available for your computer. This means that, a printer could be attached to your computer or you may use a networked shared printer. Sometimes, more than one printer will be available to you. To check whether a printer is available for your computer, on the Taskbar of: Windows 9X and 2000, you can click Start -> Settings -> Printers Windows XP, you can click Start -> Controls Panel, click Printer and Other Hardware, then click View Installed Printer or Fax Printers Windows Server 2003, on the taskbar, you can click Start -> Control Panel -> Printers and Faxes. You would see a list of the printers available to you.

This action would open the Printers window. If more than one printer are available, they will appear on the with the check mark icon is your default printer; this means that whenever you send a job to the printer, if y anything in the printing process, the default printer will do the job.

If no printer is attached to your computer but you still need to at least print preview your worksheet, you can printer on your machine. To do that, from the Printers window, double-click Add Printer and follow the ins Add Printer Wizard.

Sending a Document Directly to the Printer

To print a worksheet, you can click the Office Button, position the mouse on Print, and click Quick Print. The d be sent directly to the print and print. This technique doesnt provide any configuration. Therefore, you sh when the job to be printed is not large or particularly complicated.

Practical Learning: Using the Print Button

1. Start Microsoft Excel and open the Grier Summer Camp2 workbook. Click the Registration tab if necessary to activate it.

2. Click the Office Button, position the mouse on Print, and click Quick Print. Notice that the document is printed vertically, on two sheets of paper

Print Preview

Print preview allows you to open a special window that would present the document as it would appear when Microsoft Excel, the Print Preview window is not just used to preview the printed document. There are othe you can perform. To access the Print Preview window, you can click the Office Button, position the mouse on Print Preview. In Print Preview, Microsoft Excel displays a Ribbon with only one tab:

Button Next Page

Role Allows you to preview the next page of a document that spreads more than one page

Previous Page Zoom Print Page Setup Show Margins

Shows the previous section of the printed page Since the Print Preview window is not used to read the document but to preview it, if you want to take a closer look at the document, click the Zoom button to zoom in. If you click the zoom button again, the preview area would come back to the previous display. Used to call the Print dialog box Would call the Page Setup dialog. The Page Setup dialog box will be reviewed in another section Besides displaying a preview of the printed paper, the Print Preview window allows you to "enlarge" or "squeeze" the document. To do this, you can first click the Show Margins check box. Once clicked the window would display lines around the document:

Based on this, to shrink, enlarge, heighten or narrow the printed document, you can click one of the lines and drag in the desired direction. Close Print Preview Used to close the Print Preview window

Practical Learning: Using the Print Preview Window

1. The Grier Summer Camp1 workbook should still be opened. Click the Registration tab sheet 2. Click the Office Button, position the mouse on Print, and click Print Preview

3. Click the Print button to call the Print dialog 4. On the Print dialog, click Cancel 5. Click the Office Button, position the mouse on Print, and click Print Preview

6. On the Ribbon of the Print Preview window, click the Show Margins check box. Notice the margin lines o

7. Position your mouse on the left line. Notice that your mouse pointer changes to a cross with horizontal a

8. Drag your mouse to the right. While you are dragging, observe the dimension on the left side of the Sta

9. Keep dragging until the dimension on the Status Bar displays 1.70 10. Click the Show Margins check box again to dismiss the margin lines 11. Click the Next Page button to view the second page 12. Click the Close Print Preview button on the Print Preview window

Print Configuration
The Print Dialog Box

The printing process in Microsoft Excel offers all the classic default features of any other application an issues related to a spreadsheet. To control printing on your worksheet, you use the Print dialog box. To a dialog box: Click the Office Button, position the mouse on Print, and click Print

Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section of the R Print

The Print dialog box displays some of the items you are already familiar with such as the title bar, the Co Help, the close, the OK, and the Cancel buttons.

When a printer (at least one) is available for your computer, it is usually set as the default printer and it Printer Name combo box. If more than one printer is available, when you decide to print, click the Printer N and select the desired printer from the list.

If your worksheet is long, sometimes very long, and expand on various pages, you have the option of printi or a range of pages. This can be configured in the Print Range section of the dialog box.

You can also select some sections of the worksheet and print just that. This is configured in the Print W default, Microsoft Excel prints the active worksheet, that is, the worksheet that is displaying in the backgroun to print everything on your workbook, you can click the Entire Workbook radio button.

For a presentation or any other purpose, if you want to print various copies of the worksheet, increase the n the Number Of Copies spin button.

The Properties button allows you to configure or change some of the properties related to the selected print

One thing you should always do is to preview your worksheet before the actual printing, this allows you to what your worksheet would look like on a piece of paper. You can preview your job by clicking the Preview bu

Practical Learning: Using the Print Dialog

2. Select cells D5:G16 3. Click the Office Button, position the mouse on Print, and click Print 4. In the Print What section, click the Selection radio button

1. Open the Cherry Pumpkin Day Care1 workbook and, if necessary, click the Registration tab to activat

5. Using its spin button, increase the Number Of Copies to 2

6. Click OK to print the selection in 2 copies. Notice that each printed paper includes only the area previously selected. 7. Press Ctrl + Home to make sure the selection is deselected

Page Breaks

When using the Print option from the Print menu of the Office Button, the document may be printed on two of paper. Whenever a document is longer than the default 11 inches height, the printing process will segme to fit the legal height. If you dont like the way the printer sets the page limit, you can set your own and where you want each page to start. To do that, you use the Page Break feature.

You dont have to set a page limit the traditional way which consists of using the end of a real end of a page. allows you to start a new page anywhere on the worksheet. To set your own page end, first click the row th subsequent page. Then, on the Ribbon, you would click Page Layout. In the Page Setup section, click Page would display. On it, you can click Insert Page Break:

You should notice a line that points to the page break. The document will be divided in at least 4 sections a represents its own page. After you have worked with the page break, or if you dont need the page break anymore, you can remove

page break, on the Ribbon, click Page Layout. In the Page Setup section, click Breaks and click Remove Page

Practical Learning: Using Page Breaks

1. On the Ribbon, click View. In the Window section, click Switch Windows and click Grier Summer Camp1 2. Click the Registration tab sheet to activate it 3. To set a page break, click row 28 4. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Insert Page Break 5. Click cell C10 to activate the 1st page 6. Click the Office Button, position the mouse of Print and click Print Preview Notice that the paper displays the upper section of the worksheet 7. Click the Next Page button to preview the other part of the document 8. Click the Close Print Preview button on the Ribbon 9. To remove the page break, click row 28 to activate it 10. On the Ribbon, click Page Layout. In the Page Setup section, click Break and click Remove Page Break 11. To set various page limits, click row 22 12. In the Page Setup section of the Ribbon, click Break and click Insert Page Break 13. Scroll down if necessary and click row 40 14. In the Page Setup section of the Ribbon, click Break and click Insert Page Break 15. Click cell B30. Notice that there are two lines of page breaks on the worksheet

16. Click the Office Button, position the mouse on Print, and click Print Preview Notice that the preview displays a shorter area than previously

17. Click the Next Page button. Notice that, unlike previously, the Next and the Previous buttons are enabled because the document is divided in three pages 18. Click the Next Page button again 19. To print the current worksheet, click Print 20. On the Print dialog, click OK 21. To remove the previous page breaks, click row 40 22. Press and hold Ctrl, then click row 22. That selects those two rows 23. In the Page Setup section of the Ribbon, click Break and click Remove Page Break

24. In the Page Setup section of the Ribbon, click Break and click Reset All Page Breaks 25. To divide the worksheet in various page sections, click cell E28 to select it 26. In the Page Setup section of the Ribbon, click Break and click Insert Page Break Notice that the document is divided in various sections some of which intersection on cell E28

27. Click the Office Button, position the mouse on Print, and click Print Preview 28. Click the Next Page followed by the Previous Page buttons a few times to preview all the sections 29. To print the current worksheet, click Print 30. On the Print dialog, click OK 31. To remove the page break, click cell E28

32. In the Page Setup section of the Ribbon, click Break and click Remove Page Break

Worksheet Area Printing

Since a worksheet can grow very large and sometimes you dont need all data available, Microsoft Excel allo just one portion of the worksheet and send it to the printer.

In order to print an area of the worksheet, first select that area. Then, on the Ribbon, click Page Layout. section, Print Area, and click Set Print Area. Even if you click somewhere else, the selected area still displays border. Once the desired area has been selected, you can proceed with printing.

Practical Learning: Printing an Area

1. Select cells C4:E20 2. On the Ribbon, click Page Layout. In the Page Setup section, click Print Area and click Set Print Area 3. Press Ctrl + Home. Notice the selection border on the range of cells

4. Press Ctrl + P to call the Print dialog 5. From the Print dialog, accept all defaults and click OK

6. To remove the border line on the range, in the Page Setup section of the Ribbon, click Print Area and clic Area

Introduction to Page Setup

Page setting up allows you to specially configure and control many issues related to printing. You have variou the Ribbon or the Page Setup dialog box: On the Ribbon, click Page Layout and use the options in the Page Setup section Use the Page Setup dialog box. To access it: o o

Click the Office Button, position the mouse on Print, and click Print Preview. In the Print section o click the Page Setup button

On the Ribbon, click Page Layout. In the Page Setup section, the Scale To Fit section, or the Shee

section, click the More buttons

Page Printing Configuration

Page Orientation

Whenever you ask Microsoft Excel to print the contents of a worksheet, by default, it prints the document v considered as Portrait. Some and many of the worksheets spread wider than taller. Therefore, you should c their page orientation before printing. That is why you have the option of choosing one of the orientation r the document or the section to be printed is wider than taller, you can change the Orientation to Landscap To specify that whether the document would print in Portrait or landscape:

In the Page Layout tab of the Ribbon, in the Page Setup section, click Orientation and click one of the op

On the Ribbon of the Print Preview window, click the Page Setup button. In the General tab and in the O section, click either Portrait or Landscape

Page Scaling

By default, the printed document will adjust itself to 100% fitting a ratio of 1/1 page wide and tall. To chan settings:

In the Page Layout tab of the Ribbon, in the Scale To Fit section, click Orientation and click one of the op Width combo box, the Height combo box, or the Scale spin button

Display the Page Setup dialog box. In the General tab and in the Scale section, use the appropriate spin options are Adjust To, Fits To, and Page(s) Wide By

Paper Size
By default, the paper size is set to the Letter paper dimension, which is 8.5 by 11 inches. If this doesnt fit can change it:

In the Page Setup section of the Page Layout tab of the Ribbon, click the Size button to show a list of th options

Display the Page Setup dialog box. In the Page tab, click the arrow of the Paper Size combo box and sel size from the list

Print Quality

The result of the printed-paper depends on your printer. If your printer allows more configuration, in the Ge Page Setup dialog box, click the Print Quality combo box and select a different setting. The Print button would call the Print dialog that we saw earlier. If you want to take a look at the printed result before actually printing, click the Print Preview button.

Although the Print button would call the Print dialog box, the Options button allows you to change o properties of the printer.

Practical Learning: Using the Page Property Sheet

1. Open the DAWN Report1 workbook 2. On the Ribbon, click Page Layout. In the Page Setup section, click the More options button 3. From the Page Setup dialog box, if necessary, click the Page tab to activate it In the Orientation section, click the Landscape radio button 4. Click the Print button to call the Print dialog 5. In the Print dialog, click OK to print the spreadsheet

The Print Margins

Controlling the Top, Right, Bottom, or Left Margins

As mentioned when dealing with the print preview, before printing, you may want to adjust the margins of th One way to do this:

In the Page Setup section of the Page Layout tab of the Ribbon, click the Margins button to show a list o options and click the desired one

Display the Page Setup dialog box. In the Margins tab, use the Top, the Right, the Bottom, or the Left sp specify the desired margins:

The Margins property page allows you to control all four-margin sections of a printed-paper. By setting the height, you can control how much space will be left or untouched in the Top, the Left, the Right, or the Bot the printed paper.

Controlling the Header/Footer Margins

You can create one or two special sections for the title or the lower areas of the printed paper. These are t the Footer sections.

Centering the Page

By default, a document prints starting on the top left corner of the paper. This may look awkward if your doc just one section or a chart. Therefore the Margins property page allows you to center the content of horizontally and/or vertically. This is done using the Horizontally or the Vertically check boxes in the C section.

Practical Learning: Using the Margins Property Sheet

1. On the taskbar, click the Grier Summer Camp2.xlsx button and click the T-Shirts to Order sheet

2. On the Ribbon, click Page Layout 3. In the Page Setup section, click the more options button

4. In the Page Setup dialog box, click Margins 5. In the Center On Page section, click both the Horizontally and the Vertically check boxes 6. Click the Print button 7. On the Print dialog box, click OK

Configuring the Header/Section Printing

Introduction

When printing a document, especially if the document contains many pages, you may want to repeatedly sho paragraph in the top and or the bottom sections of each printed page. To assist you with this, the Page Se Excel is equipped with a special property page labeled Header/Footer. To access it, display the Page Setup click Header/Footer

The Header/Footer property page of the Page Setup dialog box allows you to set and configure some o would like to display in the top and bottom sections of the printed document.

Configuring the Header and/or Footer Sections

To configure one of the sections, you can click either the Custom Header or the Custom Footer button Header button calls the Header dialog box. The Custom Footer button would call the Footer dialog box. B alike:

Just remember that what you set in one will display in its corresponding section on paper. Since most of the buttons are not very explicit, whenever you want to find what a button is used for, you mouse on a button. A tooltip would appear: Button Name Role

Format Text Used to change the font of what is displaying in the section Insert Page Number Total Pages Insert Date Time File Name Used to display an incremental number for each printed page. Displays the total number of pages of a document on the printed sheet. Allows you to display the date the document is printed. Will display the time the document is being printed. Can include the file name on the printed paper.

Sheet Name Is used to display the name of the worksheet.

Practical Learning: Configuring the Header/Footer Sections

1. Open the DAWN Report1 workbook 2. Click the Office Button, position the mouse on Print, and click Print Preview 3. On the Print Preview tab of the Ribbon, click the Page Setup button 4. In the Page Setup dialog box, click Header/Footer 5. Click Custom Header... 6. Click the Left Section box to make it active

Type Center for Drug Studies 7. In the Left Section box, select Center for Drug Studies 8. Click the Format Text button 9. In the Font dialog box, change the Font to Times New Roman, the Font Style to Bold, and the Size 10. Click OK 11. Click the Right Section box 12. Click the Insert Date button

13. Click OK 14. Click the Custom Footer button 15. Make sure the caret is in the Left Section box Type Gertrude McNeil and press Tab twice 16. Make sure your caret is in the Right Section box Click the Insert Page Number button

17. Click OK

18. On the Page Setup dialog box, click the Page property page and, in the Orientation section, click the Lan button 19. Click OK 20. In the Print Preview window, click the Print button 21. On the Print dialog box, click OK

Configuring Sheet Printing

Introduction

You have probably realized that some of the documents we print dont include a worksheets header column or gridlines. This is because in most cases they can be ignored. In some circumstances, such as when p presentations or illustrations, you may want to print some or everything that is part of the worksheet. That configure from the Sheet property page of the Page Setup dialog box. To access it:

In the Sheet Options section of the Page Layout tab of the Ribbon, you can click the More Options button of the available options and click the desired one

Display the Page Setup dialog box and click Sheet:

The Print Area

The Print Area text box allows you to delimit a section of your worksheet for printing. To use it, click its selec

This would shrink the Page Setup dialog, allowing you to make a selection of the area you want to print. A desired area, you can click the selection button to restore the Page Setup dialog box.

Print-Repeating Some Rows

Most of the time, when creating a list of items, you would set the list headers only on top of the worksheet. entering the items, the list grows. If you decide to print such a long list that spreads on various pages, afte the subsequent pages would not display their headers. This could be confusing in some circumstances.

The Sheet property page allows you to set or select a row or range of rows that would display on top of ever If you know the row or range of rows you want to use, you can just type it in the Rows To Repeat At Top t safest way to configure it is to click the selection button , then click any cell in the desired row or click the either case, the whole row or the rows will be selected.

Print-Repeating Some Columns

The Columns To Repeat At Left text box is used like the previous box except that, this time, it would disp column on the left side of each printed sheet.

Printing the Gridlines

If you want to print the gridlines, in the Print section, click the Gridlines check box.

Printing the Column Headers and Row Headers Practical Learning: What to Print From The Sheet
1. Access the Grier Summer Camp2 workbook and click the Registration tab 2. On the Ribbon, click Page Layout if necessary. In the Sheet Options section, click the more options button

If you want to display the column and row headers on your printed paper, click the Row And Column Headi

3. Make sure the Sheet property page is selected. On the right side of the Print Area text box, click the selection button

4. On the worksheet, select cells C4:G28 5. Click the stop selection button 6. Click the Print button 7. From the Print dialog, click OK 8. Access the DAWN Report1 workbook from the taskbar 9. In the Page Layout tab of the Ribbon, in the Page Setup section, click the more options button 10. In the Page Setup dialog box, make sure the Page tab is selected. Click the Landscape radio button 11. Click the Sheet property page to make it active 12. If there is anything in the Print Area text box, delete it In the Print section, click the Gridlines check box 13. Also click the Row and Column Headings check box

14. Click the Print Preview button

15. In the Print Preview window, click the Print... button 16. In the Print dialog box, click OK 17. Access the Grier Summer Camp1 workbook from the taskbar

18. On the Ribbon, click Page Layout if necessary. In the Sheet Options section, click the more options butto sure the Sheet tab is active 19. On the right side of the Rows To Repeat At Top text box, click the selection button 20. Click cell B4 (Regist Date) 21. Click the stop selection button 22. Click the Print button. 23. In the Print dialog, click OK

24. Exit from Microsoft Excel. When closing the workbooks, anytime you are asked whether to save, click No

Introduction to Data Entry

Text Entry
Introduction to Cells Text
A new worksheet is primarily made of cells that are patiently waiting for you to enter data. There are different types of values that can be entered in a cell. To put a value in a cell, click that cell and type the value you want. After entering the value, you can: Press Enter to move to the cell under it Press Tab to move to the cell on the right side (unless you were on the most right cell of the column) Press Shift + Tab to move to the cell on the left side (unless you were on the most left cell of the column) Press the up, the right, the down, or the left arrow keys to move to the upper cell, the right cell (equivalent to pressing Tab), the down cell (equivalent to pressing Enter), or the left cell (equivalent to pressing Shift + Tab) cell of the current cell Click another cell

As mentioned above, if you enter a value in a cell and press Enter, you move focus to the cell under it or if yo you move focus to the cell on the right side. As an alternative, you can indicate the sequence of cells you w so that, when you press Enter or Tab, the focus would not necessarily move to the right or the cell under the cell in the sequence of your choice. To do this:

a. Randomly select the sequence of cells you want. In other words, click the first cell in your intended sequence, press and hold Ctrl, then click each cell in the desired order b. While still holding Ctrl, once again click the cell that will be the first, and release Ctrl c. Type the desired value in that first cell d. Press Enter or Tab e. Type the value in the next cell of the sequence f. Repeat steps d and e g. When you have finished, either press one of the arrow keys or click a cell that is not in the sequence

In Microsoft Excel, you can enter a common value for the same cell address in different worksheets. To select the worksheets as we saw in Lesson 5. Click the intended cell and type the desired value

If you type something, it goes into the active cell. If you click a cell and start typing, the new entry wil content of that cell, whether that cell had data or not, this could be advantageous or disastrous.

To prevent a cell from being edited by the user, you can protect it and lock its content.

Data you type in a cell can consist of any kinds of characters, letters, numbers, etc. Sometimes, a long text covering more than one cell; unless you merge cells, the text you type goes into one cell regardless of the text. A cell can contain as many as 32767 characters.

Data that you type in a worksheet is in fact entered in cells, except when you are drawing. Unlike a tra processor, Microsoft Excel has a unique way of treating text and considering any data you type in a cell. Da a cell is confined to that cell. If you type text that is longer than the cell's width, the content will display fin impression that the text is covering more than one cell or that the cell on the right side is no more availab type is always in its cell. If you type anything in a cell, its content will take priority in displaying its content. T content of the left cell will appear cut. That's why you should be very familiar with the way a cell (any cell data, and how every cell relates to the others.

Practical Learning: Entering Text Into Cells

1. Start Microsoft Excel with its default workbook 2. Click Cell B8 and type Honda 3. Press Enter 4. Type Buick and press Enter 5. Type Mazda and press the down arrow key 6. Type Folks Wagon 7. On the Quick Access toolbar, click the Undo button 8. Type VW and press the down arrow key 9. Type h and notice that the cell is auto-completed with Honda 10. Click Cell B6, type Make and press the right arrow key 11. Type Model and press Tab 12. Type Month 13. Click Cell G6 and type Contact and press Shift + Tab to move focus to the left cell 14. Type rice and click the Enter button 15. Type Price and press the left arrow key 16. Type Miles and press the right arrow key three times 17. Type Published and press Ctrl + Home . That deletes the content of cell B11

18. Click Cell C8, type Corolla 19. On the Formula Bar, click the Cancel button 20. Click Cell G8, type Brenda and press Enter 21. In Cell G9, type David and press the down arrow key 22. Type b and press Enter. Notice that Microsoft Excel completed the cell with the word Brenda 23. In cell G11, type Alex and press Enter 24. To undo your last action, press Ctrl + Z. Now cell G7 is empty 25. Type Juliette and press Enter 26. Make sure the Sheet1 tab is selected. Press and hold Ctrl 27. Click Sheet2 and release Ctrl 28. Click Cell B2 29. To enter the same text for the equivalent cells of two worksheets, type Allentown Car Sales and click 30. Click Sheet3 then click Sheet2. Notice the text in Cell B2 31. Click Sheet1 32. To determine the only cells intended for the next data entry, click Cell B4 and type Accord

33. Press and hold Ctrl 34. Click Cells B15, F15, and then B4 again 35. Release Ctrl

36. Type Car Inventory FY2008 and press Enter (twice) 37. In Cell B15, type Prepared By: and press Tab 38. Type Date Prepared: and press Ctrl + Home

Text Editing

Editing cells content consists of deleting, replacing, altering, or adding something in them. You already kno click a cell and start typing, its content would be replaced with the new entry. If you want to add or subtract a cell's content: You can double-click it. This would put the cell in edit mode and you can then proceed

Click a cell to give it focus and then press F2. This puts the cell in Edit mode; this time, the caret is at th text in the cell; then you can proceed Click a cell, in the Formula bar, edit the text as you see fit

Whatever technique you use, when you have finished editing a cell, make sure you move its focus by pressin or clicking somewhere else. When you are in edit mode, the arrow keys are not working, and many act available.

Practical Learning: Editing Cells Content

1. Click Cell D6 and type Year to replace the previous cell content 2. Click Cell B12 and type Ford to replace the previous entry 3. Double-click cell E6. Notice that the caret is positioned in the cell

4. Press End, press Backspace to delete s, type age Now the cell displays Mileage 5. Click Cell H6 6. Click in the Formula Bar and press Home 7. Type Date and press the Space bar to get Date Published 8. Press Enter and press Ctrl + Home

9. To close the workbook without closing Microsoft Excel, press Ctrl + F4 10. When asked whether you want to save, click No

Copying Cells Contents

Introduction

If you have done word processing before, you are probably familiar with techniques of copying and pasting t part of a document to another, or from one document to another. The same technical approaches are also Microsoft Excel.

You can copy the content of one or more cells and store the value(s) in the clipboard. In Microsoft Excel 9

store only one item at a time in the clipboard. If you cut or copied something, it would replace the co clipboard with the new selection. In Microsoft Excel 2000, the clipboard could contain up to twelve item Clipboard toolbar was functional, you could select copied or cut items from its list of buttons. If you used m stored items, the toolbar functioned on a first-in first-out basis.

In Microsoft Office 2007, the clipboard is represented as a window. To display it, on the Ribbon, in the Ho in the Clipboard section, you can click the more options button:

The Clipboard window can be moved to any location of your choice on the screen. You can also hide/close i need its services. To close it, you can click its Close button or you can click the more options button.

Copying and Pasting Cells

In Lesson 2, we saw that you could copy one or more columns and put them to the clipboard. In reality, you copied the contents of the cells under the column header and paste the values of those cells to (an)other col reminder, to copy the contents of the cells of a column to the clipboard: Right-click a column header and click Copy Click the column header. On the Ribbon, click Home. In the Clipboard section, click Copy

After copying a column, the values of all of its cells are available from the clipboard. To paste those cell column: Right-click the target column header and click Paste Click the column header. On the Ribbon, click Home. In the Clipboard section, click Paste

In Lesson 3, we saw how to copy a row and paste it somewhere. When you copy a row, you in fact copy the cells on the right side of its row header. You can then paste the copied values to another row.

Instead of copying all the cells of a column or all of the cells of a row, you can copy only one or more clipboard: To copy the content of a cell: o

Right-click that cell and click Copy. To paste, click the target cell and simply press Enter, or right target cell and click Paste

o o

Click the cell. On the Ribbon, click Home. In the Clipboard section, click Copy. Click the target ce the content of the selected cell, click Paste

Click the cell. Press and hold Ctrl. Position the mouse on one of its borders. The mouse cursor wo pointing to the top-left and accompanied by a + sign:

While holding Ctrl, drag to the target cell. When the target cell is surrounded, release the mouse Ctrl To copy the contents of various cells, select the cells in a range: o o o

Right-click the selection and click Copy. Click the top-left cell of the target cell. To paste, simply p or right-click a targeted cell and click Paste

On the Ribbon, click Home. In the Clipboard section, click Copy. Click the top-left cell or the targe in the Clipboard section of the Ribbon, click Paste

Press and hold Ctrl. Position the mouse on one of the borders of the selection. The mouse cursor pointing to the top-left and accompanied by a + sign. While holding Ctrl, drag the group in the de direction. When the target cells are surrounded, release the mouse and release Ctrl

Practical Learning: Copying Cells Contents

2. Right-click Cell B8 and click Copy 3. Click Cell F8 and press Enter. That pastes First Name to cell F8 4. On the Ribbon, click Home if necessary. In the Clipboard section, click the Clipboard button 5. Right-click Cell B13 and click Copy 6. Click Cell F13 7. On the Clipboard window, click Home Phone 8. Click Cell F15 and type 2)

1. Open the Grier Summer Camp3 workbook and click the Employment Application1 if necessary to activat

9. Select Cells from C32:G35

In the Clipboard section of the Ribbon, click the Copy button Clipboard 10. Click Cell C38 11. In the Clipboard window, click the top button to paste the copied selection

. That action copies the selected ra

12. Cells C38:G41 should still be selected. If the group of Cells C38:G41 is not selected, select it. Position yo on one of the borders of the selected group until the mouse pointer turns into a cross 13. Press and hold Ctrl

14. With the mouse pointer pointing to North West and the mouse now having a small + sign, click and hold down, then drag towards the lower side of the screen. A small box guides you to know where the selecti

15. When you get to C44:G47, release the mouse, then release Ctrl 16. To save the workbook, on the Quick Access toolbar, click the Save button

Cutting or Moving the Contents of Cells

Introduction

In Lesson 2, we saw how to move a column or a group of columns from one location to another. In Lesson 3, to move a row from one section of the worksheet up or down. Sometimes, instead of moving the whole c whole row, you may want to move only one particular cell or a group of cells. To move the content of clipboard and paste it somewhere:

Right-click the cell and click Cut. To paste the value of the cell somewhere, click the target cell and pres right-click the target cell and click Paste

Click the cell. On the Ribbon, click Home. In the Clipboard section, click Cut. Click the target cell. To pas in the Clipboard section of the Ribbon, click Paste

When you move a column or a row, it gets removed from the previous location and carries its cells to the n An alternative is to move only a particular group of cells. To move the contents of a group of cells to the clip the cells:

Right-click the group and click Cut. To paste the values of the cells somewhere, click a target cell and pr right-click a target cell and click Paste On the Ribbon, click Home. In the Clipboard section, click Cut. Click the target cell. To paste the cell, in Clipboard section of the Ribbon, click Paste

Practical Learning: Cutting Cells Contents

1. Right-click Cell F18 and click Cut. One more item gets copied to the Clipboard 2. Click Cell D12 On the Clipboard window, click E-Mail

Moving Cells

To move a cell, you ask Microsoft Excel to remove its content from that location to a new location of your c you do this, only the content of the cell moves, leaving the previous location empty.

To move a cell, first click it to give it focus. Position the mouse on one of its borders the mouse cursor ch cross:

Click and hold your mouse down. Drag up, down, left or right to the target cell of your choice. A rectangula the same size as the cell would guide you and assume the position of the mouse where the mouse is currentl

When the cell is positioned where you want, release the mouse. If you land on a cell that contains something that cell is allowed to receive a value (some cells can be "locked" so they cannot receive a value), you wo warning message box asking you to confirm that you really want to replace the value in the target cell:

If you click OK, the content of the target value would be replaced with that of the cell that was moved:

To move more than once cell, first select the cells in a range (they most be selected as a range). Position t the border of the selection until the mouse cursor turns into a cross. Click the drag in the direction of yo guiding box that is the same size as the group would guide you. When you get to the new location, release th

Practical Learning: Moving a Cell

1. Click Cell D12 to give it focus 2. Position the mouse on one of its border until the mouse appears as a cross. Click and drag to Cell F12

Protecting Cells
Introduction

In our exercises so far, we were able to choose any cell and type any value we wanted in it. Sometimes, whe a worksheet or after creating one, you may want to make sure that some cells cannot receive new values,

permission.

Data Entry and Text Management

The GoTo, Find, and Replace Dialog Boxes

When performing data entry or just using a worksheet, it is pretty easy to identify a cell in the upper s document. Sometimes a cell may be difficult to find. Fortunately, Microsoft Excel provides the tools to help cell.

To locate a particular cell in Microsoft Excel, you can use the Go To dialog box. This dialog box recognizes ce applying the same conventions used by Microsoft Excel. You can get the Go To dialog box from the main Edit. The shortcuts to access the Go To dialog box are Ctrl + G or F5.

The Find dialog box allows you to find a word in your worksheet, either to simply locate a particular word instances of a word, or to manipulate a word or groups of words at will.

The Replace dialog box allows you to find a word or group of words and to replace it with a new word or gro Both dialog boxes are available from the main menu under Edit. The shortcut for the Find dialog box is Ctrl + F. The shortcut for the Replace dialog box is Ctrl + H.

Practical Learning: Finding and/or Replacing Cells Content

1. Open the Grier Summer Camp4 workbook and click the Employment Application4 tab 3. Type F13

2. To locate a cell, on the Ribbon, click Home if necessary. In the Editing section, click Find & Select, and c

4. Click OK 5. Press Ctrl + G, that calls the Go To dialog box 6. Type C2 and press Enter

7. To find a word in the document, in the Editing section of the Ribbon, click Find & Select, and click Find...

8. In the Find What box, type name and click the Find Next button 8 times. Press Esc to dismiss the Find d

9. To find a word and replace it with another word, in the Editing section of the Ribbon, click Find & Select, Replace...

10. In the Replace dialog box, in the Find What box, type natural and press Tab. In the Replace With box, t of

11. Click Find Next 12. When the first instance of natural is found, click Replace. Click Replace All 13. When all instances have been found and replaced, a message box will let you know that Microsoft Excel A Match 14. Click OK on the message box 15. Click Close on the Replace dialog box 16. Press Ctrl + S to save the workbook

Check Spelling

Although Microsoft Excel is not a word processor, since you can use it to create text documents such as applications, brochures, time sheets, etc, it can help you correct typing mistakes of various kinds. It is a check spelling mistakes in your document before printing it or sending it for an important business transactio spelling is done with the help of a Spelling dialog box that will take you step by step to every word that is Also, the computer will point out some suggested words that you can use instead of the one at fault.

You can check your worksheet's spelling during or after editing, though the latter is better. To check your doc On the Ribbon, click Review. In the Proofing section, click the Spelling button Press F7 as the shortcut

Practical Learning: Proof Reading the Worksheet

1. The Grier Summer Camp4 workbook should still be opened. Access the Employment Application4 worksheet 2. On the Ribbon, click Review. In the Proofing section, click Spelling

3. From the Spelling dialog box, the first suggestion is to change the word Employement. After making sur Employment is selected in the Spelling dialog, then click Change.

4. The next mistake is in the spelling of the word Salary. After making sure that Salary is selected in the di Change:

5. The next problem is with the word Transportation. From the Spelling dialog box, in the list of suggested Transportation

6. Click Change 7. Accept to Change the word References in cell B27 8. In cell B28, accept to change performance 9. In cell B30, accept to change the mistake with history

10. When the dialog gets to the content of cell B50, select the word personal instead of personnel to replace Then click Replace 11. Also, correct references 12. The last problem is with the word sinature. Accept to change it to Signature

13. After the last problem, Microsoft Excel displays a message box asking whether you want to continue che beginning of the sheet. Click Yes. Another message box should tell you "The spelling check is complete f sheet." Click OK 14. Press Ctrl + Home to get to the beginning of the worksheet 15. Press Ctrl + S to save the workbook

Zooming
Introduction

Zooming the work area consists of increasing the ratio of characters or the contents of the worksheet. Alth not affect the actual display of the characters sizes or cells contents, zooming can make the worksheet a li read.

The Zoom Area

To zoom a worksheet, you have various options:

Under the horizontal scroll bar is a long bar called Zoom. This allows you to increase or decrease the vie

the main area of Microsoft Excel

To change the zoom setting, you can click the Zoom button and scroll left or right until you get the desir

Zoom With Precision

Microsoft Excel provides a special dialog box that you can use to select the zooming magnification. To access On the the Ribbon, click View. In the Zoom section, click the Zoom button On the Status bar, click the button that shows the zooming value

This would open the Zoom dialog box. From there, you can click one of the radio buttons to select a zooming more precise, you can click the Custom radio button, then click its text box, type a number, and click OK.

Practical Learning: Control The Interfaces Zoom Settings

1. In the worksheet, select cells B8:F21 2. On the Ribbon, click View 3. In the Zoom section, click Zoom to Selection. Notice that the worksheet displays large characters now

4. In the Zoom section of the Ribbon, click 100%

5. In the lower-right section of the Microsoft Excel, click the spin button and move it to the right until its va 274%

6. Still in the lower-right section of the Microsoft Excel, click the spin button and move it to the middle mar 7. In the Zoom section of the Ribbon, click the Zoom 8. In the Zoom dialog box, click the text box right to Custom, delete its content and type 68

9. In the Zoom section of the Ribbon, click 100%

Data Entry With Numbers

Fundamentals of Numeric Data Entry
Introduction
Besides the strings as we have seen in the previous lesson, a cell can also use a numeric value. Microsoft Excel supports different types of numbers, including integers, decimal values, and currencies, positives and negatives. All the techniques we have studied for copying, cutting, or moving cells are also available for cells that contain numbers. To enter a number into a cell, you can click that cell and type the number. To specify the sign of a number, the English language uses the + and the symbols. If you simply type a number without a sign, the number is referred to as unsigned. The number is considered positive, which means it is equal to or greater than 0. An alternative is to add a sign to the number. Such a number becomes considered "signed". A number is referred to as negative if it is less than 0. Microsoft Excel provides various ways of giving this information. To enter a negative value in a cell:

Type - followed by the number Enter the number in (between an opening and a closing) parentheses

A Numeric Value as Text

When you enter a number in a cell, Microsoft Excel automatically recognizes it as such and aligns it to the rig cell. Sometimes, you will want Microsoft Excel to treat the content of a cell as text and not as a normal nume To treat a number as text: If you are entering the number, start it with ' and follow it by the value If the number exists already: o

Click the cell to make it active. On the Ribbon, click Home. In the Number section, click the arrow combo box and select Text

Right-click the cell and click Format Cells... In the Format property page of the Format Cells dialo Category list, click Text and click OK

Practical Learning: Entering a Numeric Value as Text

2. Click Cell B32 and type '1. 3. Press Enter 4. Click Cell B38, type '2. and press Enter 5. Click Cell B44, type '3. and press Enter

1. Open the Grier Summer Camp3.xlsx workbook and click the Employment Application1 if necessary to ac

Categories of Numeric Values

Introduction
As mentioned already, Microsoft Excel provides support for various types of numbers. This is not just about allowing different types of numbers into cells. The application has default mechanisms to recognize a type of number and sometimes format it appropriately. Still, because it is just a machinedriven operator, it can present results you do not want or even did not intend. You can then work on the cells and make them apply the settings you want. Fortunately, Microsoft Excel provides all the tools you would need. You can also use your own knowledge of computer applications to perform some of the configurations.

To illustrate the various uses of numbers, we will use this section as our introduction to the practice o analysis of accounting. To have an idea of the design of the worksheet we will use, you should take a look on transaction analysis.

Integers

An integer a number that does not have a decimal part. Microsoft Excel supports small to very large numbe integer, click a cell and type it. If the number is greater that 999, you can simply enter it. If you want such be easily readable and use the thousand separator, you can enter it with that character. The thousand sep US English is the comma as it can be verified in the Regional Options from Control Panel. It is represented Grouping Symbol combo box:

To display the number with the thousand separator, use it when entering the number.

In the following workbook, the company College Park Auto Park starts with a budget of $18,000. This is alre in the worksheet in the Cash account as an asset for 18,000. To balance the equation, the capital of the recorded as 18,000.

Practical Learning: Introducing Numeric Data Entry

1. Open the CPAR1.xlsx workbook

2. The company purchases two large garbage cans for the shop, a medium garbage can for the office, a bo paper, hand soap and lotion for the restroom, four towels, and printing paper. The company spends 320 amount is recorded in the Supplies account but the Cash decreases for the same amount. Click Cell C7 and type -320 3. Click Cell G7 and type +320

4. The company subscribes to various magazines that the customers will read while waiting. The owner doe pay for them but promises to pay in a few days. The company gets the bills by fax for those subscription amount of the subscriptions is 120. Since the amount has not yet been paid (but will be paid), the Accou

receives an increase of 120 and the Capital account decreases by the same amount. Click Cell K10 and type +120 5. Click Cell M10 and type -120

6. Paul Jeffreys takes 350 from the cashier for personal use. As a result, the Cash account decreases by th and the Capital decreases by the same amount. Click Cell C13 and type -350 7. Click Cell M13 and type -350

8. The company pays the magazines subscription for the total amount owed. As a result, the Cash account by 120 and the Accounts Payable decreases by the same amount. Click Cell C15 and type -120 9. Click Cell K15 and type -120 10. Press Ctrl + Home

Decimal Numbers

Generally, a number is referred to as decimal when it is made of two sections separated by a symbol called symbol. In US English, the decimal symbol is the period.

The left side of the decimal symbol contains one or more digits. If the number on that part is less than 1000, use it like that. If the number is equal to or greater than 1000, if you want, you can make it display t

separator. When entering the number in a cell, if the number on the left side of the decimal symbol is 0, you On the right side of the decimal symbol, you use digits only. If the number in a cell appears as an integer and you want to convert it to its decimal equivalent:

Click the number. On the Ribbon, click Home. In the Number section, click the arrow of the combo box a Number

Right-click the number and click Format Cells... In the Number tab of the Format Cells dialog box, in the list, click Number and click OK

Practical Learning: Entering Decimal Values

1. The company acquires a tire changer that retails for $1250. The company promises to pay for it in the fu the machine is delivered, thus acquired). The Accounts Payable receives an increase of 1250 and the Eq account receives an increase of 1250. Click Cell I8 and type +1,150 2. Click Cell K8 and type +1,150 account after the Cash account has decreased for the same amount. Click Cell C9 and type -1,700

3. The company purchases a computer and an All-In-One printer. The total is 1850. This is recorded in th

4. Click Cell I9 and type +1,700

5. The company replaces tires and makes many other repairs for various cars. The company makes 2650 o and all customers pay everything they owe. As a result, the Cash and the Capital accounts increase each amount. Click Cell C11 and type +2,650 6. Click Cell M11 and type +2,650

7. The company performs a tune-up, installs new brakes, and changes the whole muffler system for Custo

Gertrude Monay. When presented with the invoice of 1050, the customer pays 650. The rest would be p date. As a result, the Cash account gets 650 (the amount the customer actually paid). The Capital accou 1050 (the full amount the customer was supposed to pay). The Accounts Receivable gets the balance (1 400) that will be paid in the future. Click Cell C12 and type +650

8. Click Cell E12 and type +400 9. Click Cell M12 and type +1,050

10. The company performs tune-up and changes the brakes for various customers. The company makes $17 day. Its Cash account increases by 1500 and the Capital also increases by 1500. Click Cell C14 and type +1,750 11. Click Cell M14 under the Capital account and type +1,750

12. Gertrude Monay comes to pay her balance. Therefore, the Cash account increases for the amount she pa Accounts Receivable decreases by the same amount. Click Cell C16 and type +400 13. Click Cell E16 and type -400

14. The company pays the rent for 2250, pays a guy who came to help at the shop for 350, pays the electri This means that the cash flow decreases by that total. Each expense is subtracted from the Capital acco must enter each expense on its own line as a negative value in the Capital column). Click Cell C17 and type -2,820 15. Click Cell M17 and type -2,250 16. Click Cell M18 and type -350

17. Click Cell M19 and type -220 18. Press Ctrl + Home

1. The CPAR1.xlsx workbook should still be opened 2. Click the Repair Invoice tab

3. Enter the following information: Invoice #: Name: Make: Model: Year: 1001 Gertrude Monay Honda Accord 2002

4. Save the workbook

Currency Values

A currency value is a number that displays with the symbol that represents a monetary value. In US English is $ as you can see in the Customize Regional Options from the Control Panel:

To enter a number as currency for US English, click the cell, type $ followed by the number. You can enter th an integer or as a decimal value. After entering the number, Microsoft Excel would convert it to currency. To convert the value of a cell to currency:

Click the cell. On the Ribbon, click Home. In the Number section, click the arrow of the combo box and c Currency or Accounting

Click the cell. On the Ribbon, click Home. In the Number section, click the Accounting Number Format b

Right-click the cell and click Format Cells... In the Categories list of the Number property page of the Fo dialog box, click Currency and click OK

By default, if you are using a computer where the US English version of Microsoft Windows is instal considered the currency. If you want to use a different currency, click the cell. On the Ribbon, click Home. In section, click the arrow the $ button and select from the list:

Practical Learning: Entering Currency Values

1. Enter the following information (remember to type the $: Part # 759073 391536 205884 2. Job Performed Replaced the air filter, the fuel filter, and the spark plugs Adjusted the valves 3. Save the workbook Rate $50 $125 Part Name Air Filter Fuel Filter Spark Plugs Unit Price $20.15 $50.85 $4.15 Qty 1 1 4

Percentage Values
One of the most commonly used type of number in a spreadsheet displays as a percentage value. To enter value in a cell, type the number followed by the % symbol. To convert a number to a percentage:

Click the cell. On the Ribbon, click Home. In the Number section, click the arrow of the combo box and s Percentage Click the cell. On the Ribbon, click Home. In the Number section, click the Percent Style button

Right-click the cell and click Format Cells... In the Categories list of the Number property page of the Fo dialog box, click Percentage and click OK

Practical Learning: Entering Data Into Cells

1. Click Cell J33 2. Type 5.75% and press Ctrl + Home

3. Save the workbook

Data Entry With Date and Time Values

Introduction to Dates

A date is a type of number that measures the number of units, called days, that have occurred since ano date. To express this number (the date), there are rules you should (must) follow. The rules depend on ea To know the rules for US English, from the Control Panel, you can open the Regional and Language Options the Customize button, and access the Date tab:

We will come back to some aspects of these rules.

Entering a Date

To enter a date in a cell, you use a format. In US English, you use a combination of a month, a day, and a entities must be separated. The separation depends on both you and the way the operating system handles

To express a month, you have a choice between a number and a name. If you decide to use a number, it s be between 1 included and the 12 included. If the month is between 1 and 9, you can precede it with 0 o want to express a month with a name, you have two choices. You can use a long name or a short name. The of month are January, February, March, April, May, June, July, August, September, October, November, an Their equivalent short names use three letters each and they are Jan, Feb, Mar, Apr, May, Jun, Jul, Aug, Se and Dec respectively.

A day is expressed using a number that starts with 1 and ends with either 30 or 31 depending on the mon February. The month of February can have either 28 or 29 days depending on something called the leap yea value is between 1 and 9 included, you can enter it with a leading 0 or not.

The year is entered with 2 or 4 digits. If you enter the year with 2 digits, Microsoft Office Excel 2007 ma specify whether you want to use the current century (2000 to 2100) or the previous century (1900 to 1999) you should always enter the year with 4 digits.

As mentioned already, when entering a date, you must separate the values of the month, the day, and the English, the symbol used to separate these entities is the forward slash "/" as you can see from the Da combo box in the Customize Regional Options. An example of entering a date would be 02/18/1998.

In reality, Microsoft Excel is very flexible and understanding with date formats. For example, instead of the fo when entering a date, you can use the dash "-". An example would be 02-18-1998. After entering the date

either Tab or Enter or clicking another cell, if Microsoft Excel can successfully analyze the value and conclud date, it would convert it to the right format. In this case, the date would be converted to 02/18/1998.

As mentioned already, Microsoft Excel also allows you to use the name of a month. You must follow some choose this format. If you want to specify the name of a month, use one of the following formats: dd-mmm dd mmm dd-mmmm dd mmmm

To use this format, enter the day value using one or two digits. If the day is less than 10, you can enter it w 0. After the day, either leave an empty space or enter -, followed by the short or the long name of the mon are 04-Jan or 16 Apr or 8-December or 26 December. Alternatives to these formats are: mmm dd mmm-dd mmmm dd mmmm-dd

In this case, start the date with the month as a short or a long name, followed by either an empty space or the day value. These would have the same effect.

After entering the date with only the day and the month, Microsoft Excel would analyze the value. If th concludes that the value is a date, it would use the current year for that date and convert it to a valid date.

Practical Learning: Entering Simple Dates

1. The CPAR1.xlsx workbook should still be opened and the Repair Invoice worksheet active.

Click Cell B6 and type, type 01-Oct and, on the Formula Bar, click the Enter button . Notice that Microsoft Excel has recognized the value as date and, in the Formula Bar, notice that Microso added the current year to complete the date 2. Save the workbook

Dates Formats
If you want to express the year value, you can use one of the following formats: mm-dd-yy mm-dd-yyyy

You must start the date with a number that represents the month (a number from 1 to 12). After the month -. Then type the day value as a number between 1 and 28, 29, 30, or 31 depending on the month and the Follow it with -. End the value with a year in 2 or 4 digits. Here are examples 06-12-08 or 10-08-2006. You can also use one of the following formats: dd-mmm-yy dd mmm yy dd-mmmm-yy

dd mmmm yy dd-mmm-yyyy dd mmm yyyy dd-mmmm-yyyy dd mmmm yyyy

This time, enter the day value followed either by an empty space or -. Follow it the short name of the month placeholder or the complete name of the month for the mmmm placeholder, followed by either an empty sp the value with the year, using 2 or 4 digits.

As you may know already, in US English, you can start a date with the month. In this case, you can us following formats: mmm dd, yy mmm dd, yyyy mmmm dd, yy mmmm dd, yyyy

As seen with the previous formats, mmm represents the short name of a month and mmmm represents name of a month. As mentioned already, the dd day can be expressed with 1 or 2 digits and the single dig leading 0. After the day value, (you must) enter a comma followed by the year either with 2 or 4 digits.

Practical Learning: Entering Simple Dates

1. Access the CPAR Repair Orders.xlsx workbook 2. Click Cell D5, type November 12, 2008 and, on the Formula Bar, click the Enter button 3. Save the workbook

Entering a Time Value

As a normal spreadsheet application, Microsoft Excel supports time value. To express a time, you must follow To check the available rules, you can start the Control Panel and open the Regional Settings Options. Th Customize button. The rules for time values are stated in the Time property page:

Automatically Filling Cells

Introduction

Microsoft Excel shares a lot of characteristics with window applications: the ability to search through the do particular word or phrase, the ability to find a word or group of words and replace it with another word or exp

A feature unique to Microsoft Excel as a spreadsheet application is the ability to fill out some cells with value to a common series.

Overview of AutoFill

Microsoft Excel recognizes series of items so far as they can be clearly identified, either by the common lan defining them explicitly in a worksheet. Common series include time, dates, weekdays, or months, et Microsoft Excel can identify the content of a cell as being a series, you can use the Fill Handle to copy adjac the series to neighbor cells. If a series is not obvious, you need to clearly define it so the application can r allure you want to use for the series.

To use the AutoFill, first select a cell or the cells that define the series. Position your mouse on the lower ri the selected cell or cells, and then drag in the appropriate direction.

Practical Learning: Exploring the AutoFill

1. In Microsoft Excel, press Ctrl + N to start a new empty workbook.

2. In cell B2, type 1st Qtr

3. Position your mouse on the lower right corner of the selected cell, on the squared point. This point is cal Handle. Your mouse will turn into a +

4. Click on the Fill Handle, hold the mouse down and drag in the right direction until you get to cell E2

5. Release the mouse. Now you get 1st Qtr, 2nd Qtr, 3rd Qtr, and 4th Qtr 6. In cell B4, type 1st Grade

7. Drag the Fill Handle in the right direction until you get to cell G4. Then release the mouse to see the sub grades 8. In cell B6, type 1:00 10. In cell B8, type 9:00 and drag its Fill Handle to cell H8. Notice how Microsoft Excel displays time values subsequent cells 11. Click Cell B8 and notice the value displayed in the Formula Bar: 9:00:00 AM

9. Drag the Fill Handle in the right direction until you get to cell H6. Then release the mouse to see the hou

12. In cell B10, type 13:00 and drag its Fill Handle to H10. Notice how times get displayed in the other cells

13. In cell B12, type 9:00 AM and drag its Fill Handle to cell H12. Notice how this time, unlike row 8, Micros changed the AM to PM after 11:00 AM:

14. In cell B14, type Jan and drag its Fill Handle to cell H14. Notice how the application displays months in cells 15. In cell B16, type Monday and drag its Fill Handle to cell H16. The computer displays all weekdays

16. In cell B18, type 02/24/2008 and drag its Fill Handle to cell H18. Dates incrementing each day by 1 ar in the other cells 17. Click the Sheet2 tab

18. Sometimes Microsoft Excel will not recognize a series with just one value, this happens when the series obvious. For example, if you type 1970 in a cell and drag the Fill Handle, the computer would not know want to increment the number by 1, 2, 4, or 10. So you have to specify how the series will be applied. T series, type the beginning value, then in the subsequent cell type the incremental values or the value th used to define the series. In cell B2, type 1970, press Tab 19. In cell C2, type 1974 20. Select cells B2:C2

21. Position the mouse on the Fill handle, which is on the lower right border of cell C2 (because both cells ar When the mouse becomes a +, drag the Fill Handle in the right direction up to cell H2. The cell values h incremented by 1 starting on cell B2

22. In cell B4, type 1 23. In cell C4, type 2 24. In cell B5, type 0 25. In cell C5, type 2 26. In cell B6, type 0 27. In cell C6, type 3 28. In cell B7, type 100 29. In cell C7, type 101 30. In cell B8, type 100 31. In cell C8, type 125 32. Select cells B4:C8

33. Position your mouse on the Fill Handle in the lower right corner of the selected cells (in cell C8). Then dr Handle to column H and release the mouse:

34. Notice that Microsoft Excel could figure out how to handle each series. The first was to increment numbe starting at 1. The second was asked to list even numbers starting at 0. The third gave a list of odd numb at 0. The third had to count by 1 starting at 100. The fourth was going to find quarter values in a 100 nu starting at 100 35. In cell B10, type Jan 36. In cell C10, type Apr 38. In cell B12, type 1st Qtr

37. Select cells B10:C10. Drag the Fill Handle of the selected cells to cell E10. You get the first month of eve

39. In cell A13, type Jan and drag the Fill Handle of cell A13 to cell C13. That will display the months of the 40. Select cells A12:C13. Drag the Fill Handle of the selected cells to cell L13

AutoFill Application

As the AutoFill features provides a quick means of completing cells that can host series data, this feature ca in various scenarios.

When creating time sheets, use the weekdays and time periods to complete adjacent cells. In a yearly Microsoft Excel can recognize series such as months, quarters, and years. In a schools spreadsheet us students grades, a series can be created from 1st Grade, and then dragging the Fill Handle, Microsoft Excel other cells with subsequent class grades.

Practical Learning: Applying the AutoFill

1. Open the Grier Summer Camp4 workbook 2. Click the Employment Application3 sheet tab 3. Click Cell B19

4. Position the mouse on the lower right corner of the selected cell, on the point, until the mouse pointer b sign. Click and hold your mouse down, then drag in the right direction to cell H19. That will update the w 5. Save the workbook 6. Access the CPAR1.xlsx workbook and click the Transaction analysis tab 7. Click Cell B6 and position the mouse on the lower-right corner of the cell 8. Click and drag down to Cell B17 9. Save and close the workbook

Introduction to Cell Formatting

Introduction to Cells Formatting
Overview
From the previous lessons, you are already familiar with the way Microsoft Excel displays text (left aligned) and numbers (right aligned). In some situations, you will want to treat numbers as text. Although Microsoft Excel displays all numbers right aligned, as a smart financial and business application, it can distinguish between different types of numbers. It can recognize a date, a currency, or a percentage values, but the computer wants you to specify the way numbers should be displayed, giving you the ability to decide what a particular number represents, not because the software cannot recognize a number, but because a value can represent different things to different people in different scenarios. For example 1.5 might represent a half teaspoon in one spreadsheet while the same 1.5 would represent somebody's age, another spreadsheet's percentage, or etc. Microsoft Excel can recognize some numbers by default and would not need much configuration, if any. For example, if you type 12/05/1998 in a cell, Microsoft Excel will recognize it as a date and act accordingly.

Introduction to Numbers Formatting

When it comes to displaying items, Microsoft Excel uses various default configurations, ranging from the fo your application to the actual display of numbers in cells. The computer's Regional Options or Regional Setti how dates, numbers, and time, etc get displayed on your computer.

Microsoft Excel recognizes numbers in various formats: accounting, scientific, fractions, and currency. As th product can recognize a number, you still have the ability to display the number with a format that suits scenario. Before finding out how to display numbers in different situations, you should be familiar with the way the treats your numbers. That's why once again we will review some of the things we have already learned.

Practical Learning: Exploring Cells Number Formats

1. Start Microsoft Excel and open the Allentown Car Sales1.xlsx workbook 2. In Sheet1, select Cells F3:F10

3. On the Ribbon, click Home. In the Number section, click the Comma Style button

. Now these thousand numbers display with a comma sign which makes it easier to read. Microsoft Excel you to be more precise with these numbers, that's why it added two decimal values

4. Press Ctrl + Home to see the result

5. The values in the F column represent car mileage values; we don't need to display these numbers with d places Select cells F3:F10 again 6. To remove the decimal values, in the Number section of the Ribbon, click the Decrease Decimal button removes one decimal value. Click the Decrease Decimal button again 7. Click cell F1 to see the result

8. Select cells G3:G10 9. In the Number section of the Ribbon, click the Currency Style button treated as money values and a $ sign has been appended to them 10. Select cells H3:H10 11. In the Number section of the Ribbon, click the Percent Style button as percentage values . Now the numbers in column H . The numbers in column G are

12. Our percentage numbers need a little more precision; therefore, we will display them with at least two d places. While cells H3:H10 are still selected, in the Number section of the Ribbon, click the Increase Dec button twice. Notice that the numbers have changed and are now more precise:

13. Save the workbook

Number Format Options

Introduction
Although you can do most of cells configurations using the Ribbon, Microsoft Excel provides the Format Cells This dialog box presents more options and more precision. To display the Format Cells dialog box: On the Ribbon, click Home. In the Number section, click the more options button:

Right-click the cell or group of cells whose format you want to change and click Format Cells... Press Ctrl + 1 as a shortcut

The Number Property Page

The object used to manage the value of a cell or the values of a group of cells on the Format Cells dialog Number property page:

The left section of the Format Cells dialog box displays the Category list box. This allows you to select the ty that the cell or group of cells contains. After selecting a category, the right section of the property pag depending on the category that was selected. We are going to see various options available.

Practical Learning: Introducing the Format Cells

1. Select cells G11:G17. We will now use the Format Cells dialog box 2. In the Number section of the Ribbon, click the Format Cells: Number button 3. On the Format Cells dialog box, make sure the Number property page is active. In the Category list box, click Currency. Make sure that the Decimal Places spin button displays 2

4. Click OK. Although all cells in column G display currency values, notice some differences with the way th category (G3:G10) displays them as compared to the rest 5. Select cells F11:F17 6. Right-click in the selected cells and choose Format Cells...

7. From the Category, click Number. Decrease the Decimal Places spin button to 0. Click the Use 1000 Sep check box:

8. Click OK 9. Again, notice how numbers on column H are displayed. Select cells H11:H17 10. Press Ctrl + 1 which is a shortcut to call the Format Cells dialog box

11. For this section, we are going to exclusively use the keyboard.

If the Number proper page is not selected, press Ctrl + Tab a few times to switch from different propert until the Number tab receives focus. Press Tab once to give focus to the Category list box. Press the down arrow key a few times until Percen selected. Press Tab to give focus to the Decimal Places spin button; then, either using the up and down or just typing, set the spin button to 2 (the Decimal Places spin button should already be set to 2) 12. Press Enter 13. Select cells I9:I13.

14. The dates can also be displayed in various formats. You can make your selection from the Format Cells d in the Date category. Press Alt, press o, press E.

15. In the Category list, make sure Date is selected, in the type list, using either the keyboard or the mouse March 14, 2001. Click OK

16. Save the workbook

Special and Custom Formats

Although Microsoft Excel can recognize number formats of various kinds, sometimes none of the preset form a particular need you have for a certain cell or group of cells. You can use either one of the Special Format your own.

The Special formats can be accessed from the Format Cells dialog box. These formats allow you to speci column for US ZIP Codes (5 or 5+4 number digits), phone numbers, or Social Security Numbers.

To create your own custom format, from the Format Cells dialog box, click the Custom category, select existing formats, then proceed to create your own by adding appropriate or subtracting undesired characters

If you get to using a worksheet that was prepared by someone else (or you) and find out that the format us or some cells is not appropriate, you can change it using the Format Cells dialog. Right-click the appropriate column (s) and choose Format Cells. In the Category list, select one and in the right list, select the format yo

Practical Learning: Using Special and Custom Formats

1. To start another workbook, click the Office Button and click New
2. In the New Workbook dialog box, click Create 3. In cell H1, type Age Structure 4. In cell J1, type Life Expectancy at Birth 5. In cell A2, type Country 6. In cell B2, type Area 7. In cell C2, type Population 8. In cell D2, type Government 9. In cell E2, type Independence 10. In cell F2, type US Contact 11. In cell G2, type Teens 12. In cell H2, type Adults

13. In cell I2, type Seniors 14. In cell J2, type Total 15. In cell K2, type Male 16. In cell L2, type Female 17. Save the workbook as World Statistics1

18. Select columns B and C. Right-click column B (on the selection) and click Format Cells... In the Format C box, click the Number property page. In the Category list, click Number. Set the Decimal Places to 0. Cl 1000 Separator (,) check box to check it. Click OK

19. Right-click column F and click Format Cells... From the Number property page, click Special. In the Type Phone Number

20. Click OK. 21. Select columns G, H, and I.

22. Press Ctrl + 1. From the Number property page, in the Category list, click Percentage. Keep the Decima 2 and click OK 23. Do the same for Columns J, K, and L

24. Complete the World Statistics worksheet

25. To save the workbook, press Ctrl + S. 26. Open the Grier Summer Camp5 workbook 27. Click the Request For Time Off tab if necessary. Click on the right side of Employee # and type 62481.

Notice that the cell is configured to display an employee number with a period (.) after the first 2 numbe

28. To clear a format that is set on some cells, right-click the cell on the right side of Employee # and click F Cells...

29. In the Number property page of the Format Cells dialog box, in the Category list box of the Number tab, Custom 30. Under Type, delete General and type ##-###

31. Click OK 32. Click the right side of Employee #, type 62481, and press Enter. Notice that it now displays 62-481 33. Save the workbook

Automatic Aesthetic Cell Formatting

A good worksheet is not simply determined by its functionality, its look plays a great deal and reflects you fonts, styles, and design. Before we experiment with its design capabilities, we will first find out how Microso help with choosing fonts, font styles, sizes, and colors.

Cell formatting allows you to control how text displays in your cells, how much room various columns and ro order to display their content. Microsoft Excel ships with sample tables with each configured to suit a specif Whenever possible, or you are simply in a hurry, use one of these readily available samples; one of AutoFormat tables can make your table or part of your worksheet look professional.

To automatically apply a design on a cell or a group of cells, first select the cells you want to format. T Ribbon, click Home. In the Styles section, if one of the 6 pre-selected formats suits your needs, you can click

If none of those designs suits you, click the More buttons to display many more options:

As a technique you can use, you can select a group of cells on the same row, apply a style, then select anoth cells on another row, and apply a different style.

Practical Learning: Using AutoFormat

1. To create a new workbook, press Ctrl + N 2. In Sheet1, click cell B5 and type Robert 3. Click cell C4 and type January 4. Complete the worksheet as follows: January Robert Lucy Annette Josiane Salif 5. February March April May 3840 2860 2380 720 560 June 3250 3640 2650 550 820 3480 3520 2870 480 520

2600 3580 460 840 620

3450 3420 1240 650 580

2860 3550 1850 520 610

6. Save the workbook as Alexandria Furniture1 7. Press Ctrl + A to select all cells 8. Press Ctrl + C to copy 9. Click Sheet2 and press Ctrl + V to paste the selection 10. Click Sheet 3 and press Ctrl + V to paste again 11. Click Sheet1 and press Esc 12. In Sheet2, select cells B4:H4 13. On the Ribbon, click Home if necessary. In the Style section, click the More button and click Accent2 14. Select cells B5:H9 15. In the Styles section of the Ribbon, click the More button and click Accent6 16. Select cells B6:H6 17. In the Styles section of the Ribbon, click the More button and click 20% Accent6 18. Select cells B8:H8 19. In the Styles section of the Ribbon, click the More button and click 20% Accent6 20. Press Ctrl + Home to see the result 21. Select cells C5:H9 22. In the Number section of the Ribbon, click the Currency Style button as sales values 23. Save the workbook

. Now the numbers display appr

Cell Alignment
Cells Merging

When reviewing cells, we found out that a cell doesn't have dimensions of its own. Its width is imposed by column and its height is set on its parent row. All of the cells we have used so far were considered individuall Excel allows you to combine various cells in a group. This is referred to as merging cells. To merge cells, select them and: On the Ribbon, click Home. In Alignment section, click the Merge & Center button

On the Ribbon, click Home. In Alignment section, click the button on the right side of Merge & Center an from the list

Right-click the selected cells and click Format Cells. In the Alignment property page, click the Merge Cel

box and click OK

Practical Learning: Merging Cells

1. Open the DAWN Report2.xlsx workbook and click Sheet2 to make it active 2. Select cells A3:D3 3. On the Ribbon, click the Merge & Center button 4. Select cells F3:I3 5. On the Ribbon, click the Merge & Center button 6. Press Ctrl + Home 7. To save the workbook, press Ctrl + S

Cells Content Alignment

We have already seen how Microsoft Excel differentiates data you enter into cells. Sometimes its default con will not suit your particular scenario, you should be able to control how text is aligned in cells.

Since a cell is really a rectangular box, you can completely control how text is displayed inside of it: left, ce top, middle, or bottom. As we move on, we will see various situations of aligning cells content.

Practical Learning: Control Cells Alignment

1. Open the Cherry Pumpkin Day Care1 workbook 2. To control the alignment of one cell, click cell F4 to make it active 3. On the Ribbon, click the Home tab if necessary. In the Alignment section, click the Align Text Right button 4. To control the alignment of a group of cells, select cells C4:C15 5. On the Ribbon, in the Alignment section, click the Center button 6. Press Ctrl + Home and press Ctrl + S to save the workbook 7. Access the DAWN Report2 workbook from the taskbar

8. In Sheet1, randomly select cells C6, D5, D6, H6, I5, and I6 (press and hold Ctrl while you are clicking e 9. To control the alignment of a group of randomly selected cell, on the Ribbon, click the Center button 10. Select cells A7:A16 11. In the Alignment section of the Ribbon, click the Align Text Right button 12. Select cell F7:F16 and, in the Alignment section of the Ribbon, click the Align Text Right button 13. Save the workbook

Cells Content Indentation

In the previous section, we used the Center button to center the content of a cell with regards to the width In some circumstances, you may not want to center text but you would not like to keep it left or rig Indentation consists of "pushing" text to the left or the right without centering it.

To indent the contents of a cell or of a group of cells, after making the selecting, on the Ribbon, click Ho Alignment section: Click the Increase Indent button to "push" the contents of a cell or a group of cells to the right Click the Decrease Indent button to "push" the contents of a cell or a group of cells to the left

Practical Learning: Indenting Cells Content

1. Open the Grier Summer Camp2.xlsx workbook and, if necessary, click Sheet1 2. Click cell C5 to make it active

3. On the Ribbon, click the Home tab if necessary. In the Alignment section, click the Increase Indent butto 4. Click cell D6 and repeat the previous action

The Alignment Property Page

Besides using the alignment buttons on the Ribbon, to be more precise or to perform various actions in on can use the Alignment property page of the Format Cells property sheet. To access the Alignment property pa On the Ribbon, click Home. In the Alignment section, click the more options button

Right a cell or the selected cells and click Format Cells. In the Format Cells dialog box, click Alignment

To provide the same options as the Ribbon, the Alignment property page is equipped with the Horizontal c Besides the left, center, and right alignments, this combo box goes further and allows text to be justified. useful especially if the text is significantly long. If you select to indent text, you can use the Indent spi specify the number of units to indent by.

The Vertical combo box provides options not available on the Ribbon. It allows you to align the conten towards the top, the middle or the bottom area of a cell. The Text Control section provides three options: Wrap Text, Shrink To Fit, and Marge Cells.

The Orientation section allows you to "bend" text by a fix angle. There are two main ways you can set an a drag the small red diamond, you can use it to specify the desired angle. You can also click one of the arr Degrees spin button.

Practical Learning: Using the Alignment Property Page

1. Sheet1 of the Grier Summer Camp2.xlsx workbook should still be selected Select cells B9:C10 2. Right-click the selection and click Format Cells... 3. In the Format Cells dialog box, click the Alignment property page if necessary.

In the Text Control section, click the Merge Cells check box, and click OK 4. Select cells E9:H9 and press F4 to repeat the previous action 5. Select cells D8:H8 6. Right-click the selection and click Format Cells... 7. In the Alignment tab of the Format Cells dialog box, in the Horizontal combo box, select Center 8. In the Vertical combo box, select Center 9. In the Text Control section, click the Merge Cells check box

10. Click OK 11. Select cells A11:A26 12. Press Ctrl + 1 to call the Format Cells dialog box 13. In the Horizontal combo box, select Right 14. In the Text Control section, click the Merge Cells check box 15. In the Orientation section, click and hold the mouse on the small red diamond. Then drag it up until the button in the same section displays 90

16. Click OK 17. Type Time Period 18. Save the workbook

Cells Borders
Introduction

The alignment we have used so far is applied to the contents of a cell or of a group of selected cells. A mentioned already, a cell appears and behaves like a rectangular box. As such, it has borders and a b Microsoft Excel provides a default appearance for a cell with regards to its background. For example, it sur cell with a gray border and a white background. You can keep these defaults or you can change them as you

To control the borders of a cell or a group of cells, on the Ribbon, click Home. In the Font section, click the a Borders button and select one of the options:

Practical Learning: Adding Borders to Cells

1. The Grier Summer Camp2.xlsx workbook should still be opened with the Sheet1 selected Select cells B2:J2 2. On the Ribbon, click Home if necessary. In the Font section, click the arrow of the Borders button 3. Click the Top And Double Bottom Border option 4. Select cells F6 and G6 5. On the Ribbon, click the arrow of the Borders button and click the Bottom Border option 6. Randomly select cells F5:G6 and I29 7. On the Ribbon, click the arrow of the Borders button and click the Bottom Border option 8. Select cells I6:J6 9. On the Ribbon, click the arrow of the Borders button and click the Top And Bottom Border option 10. Select cells A9:A27 11. On the Ribbon, click the arrow of the Borders button and click the Right Border option

12. To see the result, on the Ribbon, click View 13. In the Show/Hide section, remove the check mark on the Gridlines check box 14. Save the workbook 15. Open the DAWN Report2 workbook 16. Click cell A3 to give it focus 17. On the Ribbon, click Home. Click the arrow of the Borders button. Click the Bottom Border 18. Click cell F3 19. Click the arrow of the Borders button. Click the Bottom Border 20. Select cells A6:I6 22. Save the workbook

21. Since the bottom border is already selected on the Borders button, on the Ribbon, just click the Borders

The Border Property Page

To better control the borders of a cell or a group of cells, you use the Border property page of the Format box. To access it: On the Ribbon, click Home. In the Font section, the Alignment section, or the Number section, click the options button Right-click the cell or the group of selected cells and click Format Cells...

Any of these actions would display the Format Cells dialog box where you would click the Border tab.

Practical Learning: Adding Borders to Cells

1. The DAWN Report2.xlsx workbook should still be opened. Select cells A17:I17 2. Right-click on the selected cells and click Format Cells... 3. From the Format Cells dialog box, click the Border property page 4. From the Line section, in the Style list box, click the 5th line in the right section of the list 5. Click the Color combo box and select Dark Red 6. From the Presets section, click the bottom border button

7. Click OK. 8. Select cells A2:I2 9. In the Font section of the Home tab of the Ribbon, click the more options button 10. In the Format Cells dialog box, click the Border property page. From the Line section, in the Style list box, click the 6th line on the right section of the list 11. Click the Color combo box and select Blue, Accent1, Lighter 40% 12. From the Border section, click the top border button 13. From the Border section, click the left border button 14. Click the Color combo box and select Dark Blue, Text 2, Darker 25% 15. From the Border section, click the bottom border 16. From the Border section, click the right border

17. Save the workbook

Aesthetic Cells Formatting

The Cell's Background
Introduction
The cell background is the color or pattern that fills its inside. The default background of a cell is white. There are various options available to you if you want to change it. Once again, the Ribbon provides the quickest means of configuring a cell or a group of cells. To paint a cell or a group with a color other than white, after selecting it, on the Ribbon, click Home. In the Font section, click the arrow of the Fill Color button and select a color.

The Fill Property Page

As we have seen so far, the Format Cells dialog box provides an extensive array of options for cell configuration. It is equipped with the Fill property page that displays a wide range of colors:

To change a cell background, use one of the colors on the Background Color section.

Practical Learning: Painting the Background of Cells

1. Start Microsoft Excel and open the DAWN Report2.xlsx workbook 2. Right Cell C2 and click Format Cells... 3. In the Format Cells dialog box, click the Fill property page. In the Background Color section, click a light blue color (5th column, 2nd row in the list) 4. Click OK 5. On the Ribbon, click Page Layout 6. In the Sheet Options section, in the Gridlines section, remove the check mark of the Gridlines check box 7. Press Ctrl + Home

Cell Formatting With Font

Introduction
A font is an art effect made of designed symbols used to represent letters and other characters on a cell or a group of cells. A font is designed by an artist but usually follows a specific pattern. For example, a font designed to produce symbols readable in the US English language must be designed by a set of predetermined and agreed upon symbols. These English symbols are grouped in an entity called the English alphabet. When designing such a font, the symbols created should conform to a particular language. Because a font is primarily an art, one font can

be different from another and a font is not necessarily a series of readable symbols. Just like everything else in the computer, a font must have a name. A font is also designed to assume different sizes. Before using it on a worksheet, the font must have been installed. Microsoft Windows installs many fonts during setup. Microsoft Office 2007 also installs new fonts when it is setup. The font used on the Microsoft Excel application to display its menus and the names of objects is controlled by the operating system. Unless you have a good reason, you should not be concerned with it. The names of fonts installed on your computer can be seen in the Fonts window accessible from Control Panel. Here is an example:

Microsoft Excel uses some default fonts to display the name of columns and rows on a worksheet. Another font is used by default to show the contents of cells. If you want to use a different font to display text in cells, you can changes these defaults. When changing the default font, in other words if you decide to change the default font, you should use only the most popular fonts that are more likely to be found on your users computers. To assist you with setting the fonts of columns, the ribbon is equipped with a Font section in the Home tab:

Practical Learning: Introducing Fonts

1. Open the RTHS1.xlsx workbook:

2. On the Ribbon Home if necessary. In Sheet1, Click cell B2 to activate it

The Name of a Font

You can make a worksheet user-friend by applying some fonts and colors to their content. A font is primarily known by its name as we saw in the above Fonts window. When starting a worksheet, Microsoft Office Excel 2007 applies a default font named Calibri to the cells. If you want, you can change it. To change the font used by a cell or a group of cells: Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section: o o Click the arrow of the Font combo box and select the desired font Click the more options button . This would open the Format Cells dialog box with the Font tab activated. In the Font property page, use the Font combo box to select the desired font

Right-click a cell and click Format Cells. Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, use the Font combo box to select the desired font

Practical Learning: Selecting a Font

1. While Cell B2 is selected, in the Font section of the Ribbon, click the arrow of the Font combo box and select Bell MT 2. Right-click Cell B3 and click Format Cells... 3. In the Format Cells dialog box, click Font. In the Font property page, scroll down in the Font combo box and select Garamond 4. Click OK 5. Save the workbook

The Size of a Font

Besides its name, a font is also known for its size. The size defines how much height and proportional width would be used to represent the characters of the selected font. To specify the font size used by a cell or a group of cells: Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section: o o Click the arrow of the Font Size combo box and select the desired size Click the more options button . In the Font property page of the Format Cells dialog box, use the Size combo box to select the desired size

Right-click a cell and click Format Cells. Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, use the Size combo box to select the desired font

When a font is installed, a set of font sizes is created in the Font Size combo box. You can use those numbers but you can also set a new one. To do this, instead of selecting a value in the Font Size combo box, type the desired number and press Enter or Tab. The operating system would calculate the size and apply it.

Practical Learning: Setting the Font Size of a Cell

1. On the worksheet, click Cell B2

2. In the Font section of the Home tab of the Ribbon, click the arrow of the Font Size combo box (the top-right combo box of the Font section) and click 22 3. Click Cell B3 4. In the Font section of the Ribbon, click the more options button 5. In the Font property page of the Format Cells dialog box, scroll down in the Size combo box and select 16

6. Press Ctrl + S to save the workbook

The Style of a Font

Another aspect of the appearance of a font is its style, which is a technique of drawing the characters of the text, depending on the font. This characteristic comes in four options: Style Regular Bold Italic Underline Example Regular Text This text is bold Italicized section The words are underlined

By default, Microsoft Excel applies the Regular font style to the cells of a worksheet. You can change this characteristic if you want. To change the font style of a cell or a group of cells: Click the cell or select a group of cells on the worksheet. In the Home tab of the Ribbon, in the Font section,

Right-click a cell and click Click the cell to activate it or select a group of cells. On the Ribbon, click Home. In the Font section: o Click the button that represents the desired style: Bold Underline o Click the more options button . In the Font property page of the Format Cells dialog box, select the desired option in the Font Style combo box , Italic , or

Right-click a cell and click Format Cells... Select a group of cells then right-click the selection and click Format Cells. In the Format Cells dialog box, click the Font tab. In the Font property page, select the desired style in the Font Style combo box

You can specify more than one style on a cell or a group of cells. To do this, click the button of the desired style. When a style is valid for a control, when you click that control, the style button is highlighted: , , or . To remove a style, click the undesired button. To add a style to another style, simply click the desired button. Based on this, you can have one, two or three buttons highlighted in the combination of your choice.

Practical Learning: Formatting With Styles

1. Still in Sheet1, click cell B2 2. In Font section of the Ribbon, click the Bold button 3. Click the arrow of the Font Color button and select Blue 4. On the worksheet, right-click Cell B3 and click Format Cells... 5. In the Format Cells dialog box, click Font if necessary. In the Font list, on the Font Style list, click Bold 6. Click the arrow of the Color combo box and select Dark Blue, Text, Lighter 40%

7. Click OK on the Format Cells dialog box 8. Format the other sections as follows:

9. Save the workbook

Cells Formatting With Styles

A formatting style is a set of font, font size, color, and patterns designed to make a worksheet or one of its sections look good. Microsoft Excel is equipped with categories of styles. You can use those ones or create your own. When applying a style, you decide to format various cells at the same time using a category of style that has been predefined. Therefore, you apply such a style to a cell or range of cells. By default, when you are typing data in a worksheet, you are already using a predetermined style made of a certain font (Calibri), a font size (11), a border, and background, etc. You can modify this style or create a new one.

To apply a style, you use the Styles section of the Ribbon.

Practical Learning: Formatting With Styles

1. In Sheet1, select Cells B11:B17 2. On the Ribbon, click Home if necessary. In the Styles, click the More button and select Output 3. Select Cells B21:B32 4. In the Styles section of the Ribbon, click the More button and select Output 5. Select Cells C11:H17 6. In the Styles section of the Ribbon, click the More button and click New Cell Style... 7. Type Grades to replace the style name and click Format 8. In the Format Cells dialog box, click the Font tab. Change the font to Verdana, style Regular, size 10 9. Click the Border property page 10. In the Line Style section, click the thin line (1st column, 7th row) 11. Click the Color combo box and select Tan, Background 2, Darker 10% 12. In the Border section, click the top border, the bottom border, the left border, and the right border buttons:

13. On the Format Cells dialog, click OK

14. On the Style dialog, click OK 15. Click Cell I11 16. In the Styles section of the Ribbon, click the More button and click New Cell Style... 17. Type Text Entry to replace the style name and click Format 18. In the Format Cells dialog box, click the Font tab. Change the font to Verdana, style Regular, size 10 19. Click the Color combo box and select Blue 20. Click the Border property page 21. In the Line Style section, click the thin line (1st column, 7th row) 22. Click the Color combo box and select White, Background 1, Darker 50% 23. In the Border section, click the bottom border 24. On the Format Cells dialog, click OK 25. On the Style dialog, click OK 26. Select Cells I11:J17 27. In the Styles section of the Ribbon, click Text Entry 28. Select Cells C5:D5 29. In the Styles section of the Ribbon, click Text Entry 30. Select Cells G5:J5 31. In the Styles section of the Ribbon, click Text Entry 32. Select Cells C7:D7 33. In the Styles section of the Ribbon, click Text Entry 34. Select Cells G7:J75 35. In the Styles section of the Ribbon, click Text Entry 36. On the Ribbon, click View 37. In the Show/Hide section, click the Gridlines check box 38. Save the workbook 39. Complete the worksheet as follows:

Conditional Formatting
Conditional Formatting allows you to define and apply formatting to some cells, text, and numbers based on criteria that you set. For example, you can format a time sheet to point out whenever an employee gets overtime. You can also use it to track the best sales people in a company by setting a quota that makes a cell range particular. To use, define, and apply conditional formatting, first select the cells that will be considered. On the Ribbon, click Home. In the Styles section, click Conditional Formatting. A menu would display:

You can use any criteria of your choice. The formatting could be applied to cells' values or a particular formula.

Practical Learning: Conditionally Formatting Cells

1. Click Sheet2

1. Select cells C5:G12. 2. We are going to set as bad any grade that is under 12.50, then we will make it obvious on the worksheet. On the Ribbon, click Home if necessary. In the Styles section, click the Conditional Formatting button, position the mouse on Highlight Cells Rules, and click Less Than... 3. In the dialog box that appears, in the left text box, type 12.50 4. Click the right combo box and select Red Text

5. In the Less Than dialog box, click OK 6. Press Ctrl + Home to see the result 7. Now we will set as excellent any grade that is above 15 and point it out. We will add the second conditional formatting to the first. Select cells C5:G12 8. In the Style section of the Ribbon, click the Conditional Formatting button, position the

mouse on Highlight Cells Rules, and click Greater Than 9. Type 15 10. Click the right combo box and select Custom Format... 11. In the Format Cells dialog box, click the Font tab. Set the Font Style to Bold. Click the Color combo box and select Green 12. In the Format Cells dialog box, click the OK 13. In the Conditional Formatting dialog box, click OK 14. Press Ctrl + Home to see the result:

15. Save the workbook

Graphics And Drawing

Introduction
Microsoft Excel is equipped with drawing features that can be used to embellish a worksheet. If you have used Microsoft Office long enough, you are probably aware of its drawing tools. They allow you to draw lines, geometric shapes, various flowcharts, connectors, and banners, etc.

Practical Learning: Formatting Cells Content

Start Microsoft Excel and open the RTHS2.xlsx workbook. If necessary, click the Home worksheet to select it

Shapes
A shape is an aesthetic figure you draw on a worksheet. Microsoft Excel (in reality Microsoft Office) provides various figures and shapes you can use to enhance the appearance of your worksheet. To access the shapes, on the Ribbon, click the Insert tab and use the buttons in the Illustration section:

To draw a shape, in the Illustration section of the Ribbon, you can click Shapes. A window will display the various shapes that are available:

You can click the desired shape. Then, on the worksheet, click one of the extreme ends, drag to the other extreme, when you get a satisfying size and orientation, release the mouse. Once you release the mouse, the object will still be selected with various object handles of various sides and corners of the object. If you position your mouse on different handles or on the object, the mouse pointers will have different shapes. This shape Allows you to Move the whole object Resize the object vertically Resize the object horizontally

Resize the object in up-left down-right orientation Resize the object in down-left up-right orientation Change the corner of some shapes (is not available for all shapes) Some objects dont display all these mouse pointers and some may display different mouse shapes. If/when one of those unusual pointers comes up, you will be guided on its meaning. Almost any shape you draw has a marking rectangular box around it. This allows you to work on the shape as an object. For example, you can use this box to move the object. You can move any object to a new location on your screen. Sometimes you will want to select more than one object to manipulate the group. To select more than one object, click one of them, press and hold Shift, then click the other object(s). When you have created the group, release Shift. A drawn object can be copied and pasted to another location on the same worksheet or to a different worksheet on the same workbook, in another workbook, or even to another document. To copy an object, click it. Then on the Ribbon, click Home. In the Clipboard section, click Copy, and proceed with pasting. You can copy one object or a group of objects. Using the Clipboard window of Microsoft Office 2007, you can copy up to 24 objects at once, then paste them to their new respective locations.

Microsoft Office WordArt

A Microsoft Office WordArt is a fancy formatted sentence whose features you can use to include a good-looking group of words that you type and embed in your worksheet. To get a WordArt, on the Ribbon, click the Insert tab. In the Text section, click the WordArt button and click the desired format:

A label with Your Text Here would come up. You can then edit it to your liking.

Practical Learning: Creating WordArt

1. On the Ribbon, click Insert 2. In the Text section, click the WordArt button and, from the list, click Fill - None, Outline Accent 6, Glow - Accent 6 3. Type County School System 4. Move the word art to the top left side of the work area 5. While the word art is still selected, in the Format tab of the Ribbon, in the WordArt Style section, click the More button and, from the list of styles, click Gradient Fill - Accent 1, Outline - White 6. Resize and re-position the title as you see fit but somewhere in the top-left section of the worksheet

7. Save the workbook 8. On the Ribbon, click Insert. In the Illustrations section, click Shapes and click the Line button. 9. To draw a horizontal line, press and hold Shift 10. Click in the lower-left side of the word art, drag the mouse in the right direction until you get to the lower-right side of the word art 11. Release the mouse. You dont have to be absolutely precise since you can still resize and move the line to meet your satisfaction. 12. While the line is still selected, in the Format tab of the Ribbon, in the Shape Styles section, click the arrow of the Shape Outline button and click Dark Blue, Text 2, Lighter 40% Line Colors 13. While the line is still selected, press Ctrl + C to copy and press Ctrl + V to paste 14. While the new line is selected, in the Format tab of the Ribbon, in the Shape Styles section, click the arrow of the Shape Outline button and click Dark Blue, Text 2 15. While the new line is still selected, in the Format tab of the Ribbon, in the Shapes Styles section, click the arrow of the Shape Outline button. Position the mouse on Weight, and click 41/2 pt

16. Save the workbook

ClipArt and Pictures

You can use pictures to enhance the appearance of your worksheets. You can use almost any kind of picture from almost any format. To get some pictures, you can access the Clip Art section of the Microsoft Office web site. You would have to download those pictures and install them on your computer. You can also use any pictures available to you. To use a picture, on the Ribbon, click Insert. In the Illustration section, click the Picture button. This would open the Insert Picture dialog box. Locate and select a picture, then click Insert. Microsoft Excel also allows you to completely change a worksheets background with a picture of your choice. To do that, on the Ribbon, click Page Layout. In the Page Setup section click the Background button. From the Sheet Background dialog box, locate and select the desired picture. Then click Insert.

Data Analysis With Charts

Charts Fundamentals
Introduction

A chart is a technique of displaying data using pictures and graphical representations instead of numbers or simple words. It works by drawing figures that would represent numbers, adding colors and shapes to the information presented. Good created and formatted charts can help people and businesses make decisions based on the impact that the images provide. Data analysis on charts is done using graphics that present pictures. In addition to the pictures, you can add words, also called labels to indicate what the pictures represent. Because a chart is used to present data in a graphical format, before creating a chart, you should plan it. That is, you should prepare it. There are two pieces of information you should have before starting: The numbers that you want to represent and the type of chart you want to use.

Creating a Chart
The information used to create a chart usually come from two or more cells of a worksheet. Before creating a chart, you should prepare it so it can be easily recognizable. Data used on a chart can be made of natural numbers or percentage values. You can also present a series of repeating words and let the chart engine count the occurrences of such words before using them as numbers.

To start a chart, after selecting the cells, on the Ribbon, click Insert. In the Chart section, click one of th display the available types of charts, then select one of them. After making your selection, a chart would b you.

To present its information more efficiently, a chart is made of different sections. The main area allows user graphical display of data. A legend explains the meaning of various colors on the chart. A title indicates wha used for.

Practical Learning: Creating a Chart

1. Open the Altair Realtors1.xlsx workbook 2. Click the Sales by Types tab and select Cells B5:E6 3. On the Ribbon, click Insert

4. In the Chart section, click the Column button. In the menu that appears, click the very first option on th side: Clustered Column

5. Save the workbook

The Characteristics of a Chart

A Chart and its Container

A chart cannot reside on its own. It needs a container which is a worksheet. By default, after selecting starting to create a chart, the chart is created in the same worksheet where the values were selected. If yo can put the chart in another worksheet. To do that, right-click the chart and click Move Chart... A dialo display:

To put the chart in an existing worksheet, select it in the Object In combo box. To display it in a brand new click the New Sheet radio button and specify the name in the top text box.

Practical Learning: Moving a Chart

1. Right-click the border of the chart and click Move Chart 2. Click the top text box and replace the name with Sales by Types Summary 3. Click OK

The Sections of a Chart

To present its information, a chart is made of various sections:

Most or every one of these aspects can be hidden, displayed or changed. To perform any action on these pa right-click a section or an object on the chart and click a Format... option.

Editing the Values of a Chart

As mentioned already, to create a chart, you select values from some cells of a worksheet. When analyzing chart, you may want to use "What If" scenarios. For example, if you are viewing the numbers of students pe school and one gender is predominant, you may want to view the tendency if the number of members were both members, if the members of the predominant gender were even more, or if the members of the other predominant. Therefore, during data analysis, you can change the values used by the chart.

To change the values used for a chart, click the appropriate cell on the worksheet and type the desired valu do this, the chart would be automatically updated.

Practical Learning: Editing the Values of a Chart

1. Click Sales by Types. Click Cell D6 and type 5 2. Click Cell E6 and type 18 3. Click the Sales by Types Summary tab sheet and notice that the chart has changed 4. Save the workbook

A Chart's Legend

To show what the graphics on a chart represent, a chart is accompanied by an object on a side called a legend is made of at least one small square box of the same color of at least one of the graphics on the chart

In this case, the legend contains one item labeled Total Sales. Because the legend represents a graphic of the you make a change on that graphic, the legend is updated. Still, you can change the legend if you want. To make changes to the legend, on the chart, right-click the legend: To change the font: o o Use the buttons on the toolbar Click Font... and use the Font dialog box

To change other aspects of the legend, click Format Legend... This would display the Format legend dialo

Make the changes, and click Close. If you do not want to use a legend, you can delete it. To remove the legend: Click the legend and press Delete Right-click the legend and click Delete

Practical Learning: Using a Chart's Legend

1. Right-click Count 2. From the toolbar that appears, click the arrow of the Font Name combo box and select Garamond 3. Right-click Count again. On the toolbar, click the arrow of the Font Size combo box and select 20 4. Click the Bold button 5. Click the arrow of the Color combo box and select Red 6. Right-click Count and click Format Legend...

7. In the left list, make sure Legend Options is selected. In the right list, under Legend Position, click the B button 8. Click Close

The Title of a Chart

To indicate what it is used for, a chart can be equipped with a title. The title is a string that typically displa section of a chart. In some (rare) cases, a title can also be positioned on the left or the right sides, above chart. To move the title, on the chart, click and drag the title in the desired direction. To change the text of the title, click inside it and edit its text. To format the title: To make changes to the legend, on the chart, right-click the legend: To change the font: o o Use the buttons on the toolbar Click Font... and use the Font dialog box

To change other aspects of the title, click Format Chart Title... This would display the Format Chart Title

Make the changes, and click Close. If you do not want to use a title, you can delete it. To remove the title: Click the title and press Delete Right-click the title and click Delete

Practical Learning: Formatting a Chart's Title

1. Click inside the Count label on top and edit it to display Sales Per Type 2. Right-click the title

3. From the toolbar that appears, click the arrow of the Font Name combo box and select Courier New. Clic of the Font Size combo box and select 28 4. Click the arrow of the Color combo box and select Red 5. Save the workbook

Chart Figures

To represent its numbers, a chart draws some geometric figures, depending on the type of chart. These fi rectangles, pie slices, triangles, cones, etc. To paint these figures, by default, the chart engine uses some co own list. You can either change these colors or apply some preset drawings available. You can also design custom picture to paint the chart's shapes.

To format the geometric figures of a chart, you can right-click one of them and click Format Data Series...

By default, when you have just created a chart that uses one column for its values, Microsoft Excel appli formatting, such as the same color, to all of its figures. You can keep that common color or change the c individual shape. To change the formats of a shape, right-click it and click Format Data Point. This would Format Data Point dialog box:

Make the changes and click Close.

Practical Learning: Formatting a Chart's Shapes

1. Right-click the left rectangle on the chart and click Format Data Point... 2. In the Format Data Point dialog box, in the left list, click Border color 3. In the right list, click Solid Line 4. Click the Color button and click Dark Blue, Text 2, Darker 25% 5. In the left list, click Fill 6. In the right list, click Gradient Fill 7. Click the Preset Color button and click Ocean 8. In the Type combo box, select Rectangle 9. Click the Direction button and click the From Center button 10. Click Close 11. On the chart, right-click the middle rectangle and click Format Data Point... 12. In the Format Data Point dialog box, in the left list, click Fill 13. In the right list, click Picture or Texture Fill 14. Click the Texture button and click Granite 15. Click Close

16. Save the workbook

Chart's Labels

By default, when a chart is drawn, it is equipped with shapes and a separate legend. If you want, you ca value of each part and possibly its name close to it. This is done through a label. On a large chart, a labe used in the absence of a legend. In fact, you can delete a legend and simply make use of a label.

To add the labels to a chart, right-click a shape on the chart and click Add Data Label. To remove an existin right-click it and click Delete.

Practical Learning: Adding Labels to a Chart

1. On the chart, right-click the right box and click Add Data Label 2. Save the workbook

The Chart's Background

You can enhance the appearance of a chart by drawing a background wall behind it. The wall is just a graphic default, the background of a chart is painted in white. You can use a different color to paint it, a design picture to cover it. To add background wall to a chart, right-click the chart and click Format Chart Area... This would open the dialog box where you can make the necessary changes.

Practical Learning: Formatting a Chart's Walls

1. Right-click a white area of the chart and click Format Chart Area... 2. In the left list, make sure Fill is selected. In the right list, click Picture or Texture Fill

3. Click the Texture button and click Newsprint 4. Click Close 5. On the chart, right-click a white are between two boxes and click Format Plot Area 6. In the left list, make sure Fill is selected. In the right list, click No Fill and click Close

7. Save the workbook

Types of Charts
Introduction

In our introduction to charts, we created one with standing rectangular boxes. This is called a column char one of the types of charts available. Microsoft Excel (indeed Microsoft Office) provides many other flavors depending on the type of analysis you want to perform. To select a type of chart, after selecting the cells on on the Ribbon, click Insert. In the Chart section, click one of the buttons to see its options and select from the

After creating a chart, to change its type, right-click the chart and click Change Chart Type. This would open Chart Type dialog box where you can select a different type.

The Types of Values of a Chart

When you select the cells of a worksheet to create a graph, by default, the application counts the number o of each value, especially if you select some string-based cells. Depending on the type of chart as we will se few sections, some charts can use regular numbers while some others are better with percentage values. instead of trying to figure out how to perform the calculations yourself, Microsoft Excel can do it for you.

Types of Charts: Column Charts

Introduction

As we have seen already, a column chart creates vertically standing rectan Each box can be used to represent an integral, a decimal, or a percentage creating such a chart, you specify the values to use. Microsoft Exccel det highest and the lowest values. When the boxes are drawn, each must fit allocated for the chart. As a consequence, the box that represents the high also the tallest while the box for the lowest value is the shortest. Microsoft the other boxes between these extremes but proportionately. Therefore, a co is used to compare values in increment.

Double-Column Charts

The classic column chart is made of flat bars that simply illustrate maximal, minimal, and in-between values options allows you to create a 3-dimensional look of the chart and further accentuate the colors and/or o effects. To enhance an effective analysis, you can create a real 3-D chart that shows data and graphics in per

Another variance of the column chart is to show two columns for each sample value. For example, in ou application, imagine that you have the market value for each property and the value the property was sold fo effects of a sale is that some properties would be sold for the same market value, some properties would lower value (for example, the seller may want to get rid of the house and be willing to assist the buyer payment and closing cost, thus lowering the price of the house), some other properties could be sold hig advertised value (for example, a customer may want to insist on having the house, even at a high price, people could be suddenly interested in the same house, this could raise the price). At the end of the year, w inventory or an evaluation of some sort, you may want to know what houses sold high and which ones sold lo

3-D Column Charts

So far, we have used what are referred to as flat charts. They can be drawn on a 2 dimensional coordinate enhance the appearance of a chart, you can draw it in 3 dimensional coordinate system (x, y, z). If you want chart, you must select three series of cells. Two of the series should hold categories of values and the other unique values. The two series that hold categories of values should have corresponding values so that, a va series can have corresponding values in the second series. Here is an example. Imagine that, in a real esta you have been selling properties over a period of 1, 2, 3 or more years. The properties sold are categoriz families, townhouses, and condominiums. Obviously in a particular year, you sell properties of all kinds. hand, each property can have its own value. You can use these three sets of values to create a 3-D chart.

The cone, cylinder, and pyramid charts can be used in the same scenario as the column char. Their 3-D visu enhance the overall analysis of data.

The cylinder chart creates long circular boxes of the same base on both ends. It can be enhanced with good f Effects. This chart is suitable for industry, manufacturing analysis, and predictions.

The cone chart is made of a circular base topped by a higher point. When used with various data, the highe have the complete cone while the lower values will share portion of the geometric figure. The cone chart sh with values that can take advantage of its graphing dimensions.

The pyramid chart resembles the cone chart with a difference on their respective bases. Both are construct and can be used in similar scenarios.

When creating the chart, there are many aspects you can change for it. For example, you may have a cha figures in the front seem to hide those in the back:

Or there is too much room on one side. You can rotate the chart. To do this, click one of the borders of the chart to select its frame. Then click one of the handles on the frame and hold the mouse down. The actual chart would appear:

You can then rotate the chart in the direction of your choice. You can keep doing this, releasing the mouse then rotating again, until you get the desired orientation.

If you created the chart as one shape (cylinder, cone, or pyramid) but want to use another shape, you can ch

Bar Charts

A bar chart uses the same theories and scenarios as the c except that its rectangular boxes are horizontal. Like the co the bar chart is used to compare values of the same ca common scale. You create a bar chart using the same pro Column, except that you should select the Bar Chart on the

As done for the column chart, when specifying the values of use a series of cells that have frequent occurrences of the sa

Types of Charts: Line Charts

Introduction

A line chart is used to analyze ups and downs of a tendency in a range of values. You can define it with values where you will judge the evolution of an item over a period. When used with more than one series, t be helpful in comparing values of the same category over the same period. The line chart can also be use values that do not share the same periodic variable. For example, you can use it to compare library atte regards to the real population number (which could be in hundreds of thousands or millions) with the numb attending the library. In the latter situation, if the same axes are used to analyze, one category will almo from the chart; the alternative is to separate the axes on the same chart.

Trend Lines

A trend line is a line added to a chart created as a column or else. It can be used to show the high points o values on a chart. A trend line is not a type of chart. It is only added to an existing chart to accentuate its ten

To add a trend line to a chart, after creating a chart, right-click one of the column categories and click Add This would add a line to the chart and open the Format Trendline dialog box.

After creating a trend line, you can change its characteristics. To do this, right-click the trend line and Trendline... This would open the Format Trendline dialog box that you can use for various reasons, includi the color of the line.

Types of Charts: Pie Charts

Introduction

A Pie chart is used to show percentage and/or fractional values. When creating, you can values as you see fit. Microsoft Excel would identify each value in the series and create ca them. After getting the categories, the application would calculate the percentage for each cat on the sum of all the values, the total count of categories, and the fraction that each category

The default appearance of a pie chart is a circle with each category taking a pie in the whole variances of the chart displays in three dimensions that uses two ellipses. The top ellipse visible and shows the format of each chart. Only part of the bottom ellipse is shown.

Doughnut Charts

A Doughnut chart is an alternative to the Pie chart as both use the same types of value difference between both types of charts is that a Doughnut chart can include more than o values.

Introduction to Expressions
Types of Values
Introduction
An expression is a combination of values and symbols used to produce a new value. There are different types of values involved in an expression. They are: A string is a character, a word, or group of words considered as an entity. Any combination of letters or words you can think is primarily a string. A Boolean value is one that can be expressed in only one of two values, as either TRUE or as FALSE. A FALSE value also has the value of 0. In this case, any other numeric value is considered TRUE. Boolean values are mostly used in comparisons. An integer is a natural number that displays without a decimal place. Examples of integers are 18, 16763, and 1450. If the number is very large, it can be considered as a Long integer. A byte is a small integer that ranges from 0 to 255. A double, also called double precision, value is a number that can display a decimal portion, using the character set as the decimal separator in Control Panel. For US English, that character would be the period. The expression "double-precision" means that this number provides a high level of precision. If you are dealing with a decimal number but precision is not important, then the number can be represented as a Single. Valid decimal numbers are 12.55, 3.14159 or 9.80336. A date is a numeric value that counts the number of days that have elapsed from a certain point of reference. How a date displays in a field is based on some conventions set by Microsoft Excel, Microsoft Windows, or you. There are also rules you must respect. Examples of dates are 28/06/1998, 10-8-82, January 10, 1865. A time is a numeric value that counts the number of seconds that have elapsed since midnight of a certain day. The time also displays following some conventions set in Control Panel, by Microsoft Excel, or the person who created the spreadsheet. Examples of time values are 10:42 AM and 18:06. The currency is a numeric value used to represent money. In some cases, you can use a doubleprecision value in place of the currency but because Microsoft Excel is equipped for accounting, you can safely take advantage of the currency type. When using currency rightly, its number presents the character specified in Control Panel. For US English, such a character is $.

Constants
A constant is a value that does not change. The constants you will be using in your expressions have already been created and are built-in Microsoft Excel. Normally, Visual Basic for Applications

(VBA), the version of Microsoft Visual Basic that ships with Microsoft Excel also provides many constants. Just in case you are aware of them, you will not be able to use those constants, as Microsoft Excel does not inherently understand them. For this reason, we will mention here only the constants you can use when building regular expressions. The algebraic numbers you have been using all the time are constants because they never change. Examples of constant numbers are 12, 0, 1505, or 88146. Therefore, any number you can think of is a constant. Every letter of the alphabet is a constant and is always the same. Examples of constant letters are d, n, c. Some characters on your keyboard represent symbols that are neither letters nor digits. These are constants too. Examples are &, |, @, or ! In Boolean algebra, something is considered True when it holds a value. The value is also considered as 1 or Yes. By contrast, any other value is considered False, 0, or No. When a field holds a value, the value would be considered using the comparison operators we will learn.

Operands and Operators

The values we have used so far were provided in cells of a spreadsheet. In some cases, you will need to display a value that is a combination of other values. For example, you may need to combine a first name to a last name to create a full name. In another case, to calculate an employees weekly salary, you may need to use the value of a salary and multiply it with a number of hours worked in a week. Most, if not all, of these expressions use what we call operators and operand. An operation is a technique of using a value or the contents of a cell, or to combine two or more values or contents of cells to either modify an existing value or to produce a new value. Based on this, to perform an operation, you need at least one value or the contents of one cell and one symbol. A value involved in an operation is called an operand. A symbol involved in an operation is called an operator.

Creating and Using an Expression

Introduction
When using a worksheet, an expression is entered in a cell and we will see various types of expressions. As done with the other values we have used so far, to create an expression, you first click a cell. If you know the expression you want to use, you can type it either in the cell or in the Formula Bar. In most cases, after typing the expression, you can press Enter (or Tab). In some other cases, as we will see, you can click another cell whose value will complete the expression. To create an expression, you will use some constants values such as numbers or strings, the operators we are going to study, the names of cells, the names of groups of cells, and sometimes the functions: To use a constant value, type it in the right place To use a cell, you can type its name. Here is an example:

To use a cell, after starting the expression, click the cell you want to involve. When a cell has been clicked, its blue borders blink. Here is an example:

After clicking the cell, you can continue creating the expression. At any time when needed, you can type another name of a cell or you can click any other cell you need. Here is an example:

After typing and/selecting the cells, click the Enter button expression

or press Enter to end the

To use a function, we will learn how to, when we get to the functions

After creating the expression, the value of the cell would represented the expression. When you click it, the Formula Bar would display the expression. Here is an example:

The Assignment Operator =

In order to display a value in a cell, it must be preceded with the assignment operator, which is =. The syntax you would use is:

=ValueOrExpression The operand on the right side of the assignment operator is referred to as the right value or RValue. It can be a known value or a reference to another cell. There are two main ways we will use the assignment operator: Imagine you already have a cell such as B12 and you want to display its value in another cell such as A4. In A4, you can type =B12 and press Enter. The contents of B12 would be provided to, and displayed in, A4 In some other operations and functions we will learn, you can use the = operator inside of the expression or function to perform another, intermediary operation, such as a comparison

Unary Operators
A unary operator is one that uses only one operand. An operator is referred to as binary if it operates on two operands. The Positive Unary Operator + Algebra uses a type of ruler to classify numbers. This fictitious ruler has a middle position of zero. The numbers on the left side of the 0 are considered negative while the numbers on the right side of the 0 constant are considered positive: - - -6 -6 -5 -5 -4 -4 -3 -3 -2 -2 -1 0 -1 1 2 3 4 5 6 + 1 2 3 4 5 6 +

A value on the right side of 0 is considered positive. To express that a number is positive, you can write a + sign to its left. Examples are +4, +228, and +90335. In this case the + symbol is called a unary operator because it acts on only one operand. The positive unary operator, when used, must be positioned to the left side of its operand. As a mathematical convention, when a value is positive, you dont need to express it with the + operator. Just writing the number without any symbol signifies that the number is positive. Therefore, the numbers +4, +228, and +90335 can be, and are better, expressed as 4, 228, or 90335. Because the value does not display a sign, it is referred as unsigned. The Negative Unary Operator In order to express any number on the left side of 0, it must be appended with a sign, namely the - symbol. Examples are -12, -448, and -32706. A value accompanied by - is referred to as negative. The - sign must be typed on the left side of the number it is used to negate. Remember that if a number doesnt have a sign, it is considered positive. Therefore, whenever a number is negative, it must have a - sign. In the same way, if you want to change a value from positive to negative, you can just add a - sign to its left. In the same way, if you want to negate the value of a cell, an expression, or a function, you can type the operator on its left.

The Double Quotes: ""

Double-quotes are used to enclose a string. As we reviewed earlier, a string can be an empty space, one character, or a group of characters. Such a string must be considered as is. Therefore, to include a string in an expression, put it in double-quotes. Examples are , "@", "Hermano", or "Rancho Cordova ".

The String Concatenator: &

The & operator is used to append two strings, the contents of two cells, or expressions. This is considered as concatenating them. For example, it could allow you to concatenate a first name and a last name, producing a full name. The general syntax of the concatenation operator is expressed as: Value1 & Value2 To display a concatenated expression, use the assignment operator on the left of the string. For example, imagine you want to concatenate Juan to Marcus and display the resulting string in cell C5. In C5, you would type =Juan & Markus and press Enter. The result would be JuanMarkus. To concatenate more than two expressions, you can use as many & operators between any two expressions as necessary. For example, to add an empty space in the above string, in cell C5, you would type =Juan & & Markus In the same way, you can concatenate the contents of various cells.

The Addition: +
The addition is used to add one value or expression to another. It is performed using the + symbol and its syntax is: Value1 + Value2 The addition allows you to add two numbers such as 12 + 548 or 5004.25 + 7.63 After performing the addition, you get a result. You can display such a result in a cell or use it as an intermediary variable in an expression. For example, to add 242.48 to 95.05 and display the result in cell C6, in C6, you would type =242.48 + 95.05 and press Enter.

Practical Learning: Adding Cells Values

1. Start Microsoft Excel 2. Open the CPAR Repair Orders1.xlsx workbook and, if necessary, click the Repair Order tab 3. Click Cell J31 and type = 4. Click Cell J16 and type + 5. Click Cell J17 and type + 6. Click Cell J18 and type + 7. Click Cell J19 and type + 8. Click Cell J20 and type + 9. Click Cell J21

10. On the Formula Bar, click the Enter button 11. Click Cell J32 and type = 12. Click Cell J24 and type + 13. Click Cell J25 and type + 14. Click Cell J26 and type + 15. Click Cell J27 and type + 16. Click Cell J28 and type + 17. Click Cell J29 and, on the Formula Bar, click the Enter button 18. Save the workbook

The Subtraction: The subtraction is performed by retrieving one value from another value. This is done using the symbol. The syntax used is: Value1 - Value2 The value of Value1 is subtracted from the value of Value2. After performing the operation, a new value results. This result can be used in any way you want. For example, you can display it in a cell using the assignment operator as follows:

= Value1 - Value2

The Multiplication: *
The multiplication allows adding one value to itself a certain number of times, set by the second value. The multiplication is performed with the * sign which is typed with Shift + 8. Here is an example: Value1 * Value2 During the operation, Value1 is repeatedly added to itself, Value2 times. The result can be assigned to another value or displayed in a control as follows: = Value1 * Value2

Practical Learning: Multiplying Cells Values

1. The CPAR Repair Orders.xlsx workbook should still be opened and the Repair Order sheet active. Click Cell J16 2. Type =H16*I16 and notice that the cells involved are selected

3. On the Formula Bar, click the Enter button 4. Position the mouse on the button in the lower-right corner of the selected cell until the mouse cursor becomes a +

5. To use AutoFill, click and drag down to Cell J21

6. Release the mouse 7. Select Cells J16:J21 8. Right-click the selection and click Format Cells 9. Click the Border property page and change it as follows:

10. Click OK 11. Save the workbook

The Division: /
The division is used to get the fraction of one number in terms of another. For example, to divide a Value1 if Value2 pieces, you would use a syntax as:

Value1 / Value2 After performing the operation, you get a new result you can use as you see fit. You can display in a cell or involve it in an expression.

RTHS - Calculate the mean grade of each course (See Lesson 11)

The Exponentiation: ^
Exponentiation is the ability to raise a number to the power of another number. This operation is performed using the ^ operator (Shift + 6). It uses the following mathematical formula: yx The operation is performed as y^x and means the same thing. Either or both y and x can be values or expressions, but they must carry valid values that can be evaluated. When the operation is performed, the value of y is raised to the power of x. You can display the result of such an operation in a cell using the assignment operator as follows: =y^x You can also use the operation in an expression.

The Parentheses Operators: ()

Parentheses are used to create sections in an expression. This regularly occurs when more than one operator is used in an operation. Consider the following expression typed in cell F2 as =8 + 3 * 5. The result of this operation depends on whether you want to add 8 to 3 then multiply the result by 5 or you want to multiply 3 by 5 and then add the result to 8. Parentheses allow you to specify which operation should be performed first in a multi-operator operation. In our example, if you want to add 8 to 3 first and use the result to multiply it by 5, in the cell, you would write =(8 + 3) * 5. This would produce 55. On the other hand, if you want to multiply 3 by 5 first then add the result to 8, you would write 8 + (3 * 5). This would produce 23. As you can see, results are different when parentheses are used on an operation that involves various operators. This concept is based on a theory called operator precedence. This theory manages which operation would execute before which one; but parentheses allow you to control the sequence of these operations.

Practical Learning: Using the Parentheses

1. The CPAR Repair Orders.xlsx workbook should still be opened and the Repair Order sheet active. Click Cell J34 and type =( 2. Click Cell J31 and type + 3. Click Cell J32 and type )*

4. Click Cell J33

5. On the Formula Bar, click the Enter button 6. Click Cell J35 and type =(( 7. Click Cell J31 and type + 8. Click Cell J32 and type )* 9. Click Cell J33 and type )+ 10. Click Cell J31 and type + 11. Click Cell J32

12. On the Formula Bar, click the Enter button 13. Save the workbook 14. Create an order as test

Cells, Worksheets, and Workbooks in Expressions

Introduction
So far in our expressions, we were selecting cells to combine their values to the operators and all the cells we used belonged to the same worksheet. In a typical workbook, you use various worksheet. Sometimes you will want want to a value stored in a cell of a separate worksheet and want to involve the value of that cell in the expression. Of course you can copy the value

and paste it where needed. The problem is, when/if that value changes, you would have to change it in your expression. Instead of memorizing the value, you can create an expression that would directly use the value in its cell.

Using Various Worksheets in an Expression

In Microsoft Excel, yon can create an expression that involves cells of two or more different worksheets. To proceed, in the cell where the expression will appear, type the assignment operator "=". If you know the name of the worksheet where the other cell is located, type that name. If the name of the worksheet is in more than one word, include it in single-quotes. If the name is in one word, you can omit the single-quotes. After the name of the worksheet, type the ! operator. If you want to use one cell, type its name. If you want to use a range of cells, type that range. If you want to use different non-adjacent cells, for each cell you want to use, type the name of the worksheet followed by ! and the name of the cell. Instead of remembering the names of the worksheets and their cells, and as we have done so far with cells, you can start an expression with the = operator. Then, when you need a cell located in another worksheet, click the tab of that worksheet and select the cell. Microsoft Excel would take care of the names behind the scenes. When you end the expression, you will be taken back to the worksheet where you were working.

Practical Learning: Using Various Worksheets in an Expression

1. Open the CPAR - Accounting Records.xlsx workbook and click the Income Statement tab 2. Click Cell J7 and type = 3. Click the Transaction Analysis tab 4. Click Cell M11 and type + 5. Still in the Transaction Analysis tab, click Cell M12 and press Enter 6. Back in the Income Statement sheet, click Cell H9 and type =7. Click the Transaction Analysis tab 8. Click Cell M17 and press Enter 9. Back in the Income Statement sheet, click Cell H10 and type =10. Click the Transaction Analysis tab 11. Click Cell M18 and press Enter 12. Back in the Income Statement sheet, click Cell H11 and type =13. Click the Transaction Analysis tab 14. Click Cell M19 and press Enter 15. Back in the Income Statement sheet, click Cell H12 and type =16. Click the Transaction Analysis tab 17. Click Cell M10 and press Enter

18. Observe the values in Cells H10, J13, and J14 of the Income Statement sheet. Click the Transaction Analysis tab 19. In Cell C18, type -2,890 and press Enter 20. In Cell M18, type -420 and press Enter 21. Click the Income Statement tab and notice that the value in Cell H10 has been updated, so have the values of Cells J13 and J14 22. Save the workbook

Using Various Workbooks in an Expression

You may have one (or more) value(s) stored in the cell(s) of a (different) worksheet(s) and the worksheet(s) belong(s) to a different (or various) workbook(s). To use such a values, you could copy it and paste it in the cell that holds the expression you are creating. As mentioned for the worksheet, if that value changes, you would have to manually update the expression. Fortunately, you can create an expression that involves various workbooks and link them so that, when the value of an involved cell changes, the result of the expression would be automatically updated. To involve the cell of a different workbook in an expression, start with the = operator. Type the name of the workbook as a file and, because it is a file, include its extension. Because the name of the workbook includes a period, you must start that name with the left square bracket "[" and you must end with the right square bracket "]". Just after the right square bracket, type the name of the worksheet where the cell is located. This name, whether the name of the worksheet is in one or more words, don't include it in single-quotes. Instead, the combination of the name of the workbook and the name of the worksheet must be included in singlequotes. After the the combination of the name of the workbook and the name of the worksheet, type the ! operator. As reviewed for the worksheet, the ! is followed by the name of the cell. As done for the cells of one worksheet or a cell in a different worksheet, after starting the expression, you can access the other workbook and click the desired cell. If you use this technique (as opposed to typing the names), Microsoft Excel would start the name of the cell with $, followed by the letter-name of the cell, followed by $, and followed by the number of

the row.

Practical Learning: Using Various Workbooks in an Expression

1. On the Ribbon, click View 2. In the Window section, click View Side by Side. In the Window section of the Ribbon, click Switch Windows. If CPAR Accounting Records.xlsx does not have a check mark, then click it 3. In the CPAR Accounting Records.xlsx workbook, click the Transaction Analysis tab 4. On October 13, 2008, the company fixed a car for a customer. We don't remember how much was paid. We will get the value from the Repair Orders worksheet and put it in the Transaction Analysis worksheet. We will also update the income satement. In the Transaction Analysis worksheet, click Cell C20 and type = 5. In the Window section of the Ribbon, click Switch Windows and click CPAR Repair Orders.xlsx 6. In the worksheet, scroll down and click Cell J35

7. Press Enter 8. In the Transaction Analysis worksheet, click Cell M20 and type = 9. In the Window section of the Ribbon, click Switch Windows and click CPAR Repair Orders.xlsx 10. In the worksheet, scroll down and click Cell J35 and press Enter 11. Access the CPAR Accounting Records.xlsx workbook and click the Income Statement worksheet 12. Click Cell J7 13. In the Formula Bar, click the expression and press End

14. Type + 15. In the CPAR Accounting Records.xlsx workbook, click the Transaction Analysis tab 16. Click Cell M20 and press Enter

17. In the Window section of the Ribbon, click Switch Windows and click CPAR Repair Orders.xlsx 18. In the worksheet, click Cell H17, type 45.35 and press Enter 19. Notice that the total of the invoice has changed. Access the CPAR Accounting Records.xlsx workbook and check that the values have been updated

20. Save both workbooks

Introduction to Functions
Functions Fundamentals

Introduction
In the expressions we have created so far, we were using operators, constants, and values we knew already. In some complex expressions, just the known operators and the values in cells will not be enough. An alternative is to use a function. A function is a small assignment that is performed to produce a result that can be reliably used. There are two types of functions you can use: those you create and those that are already available. In our lessons, we will not create our own functions. We will only use those that are already installed in Microsoft Excel. The already available functions are referred to as built-in functions. The built-in functions were created by Microsoft and they are available from the time you finish installing Microsoft Excel. You can reliably use them without being concerned with how they were created or how they work. It is like when you pick up a TV remote control and press a button to change the channel. You dont care how the remote control works and you dont spend any time finding out why the channel changed. As in real world where we use various functions on cars, TV, food eating, etc, in the computer world, various functions are made available so you can simply use them to do your job. As a spreadsheet application, Microsoft Excel is equipped with various functions that can solve different types of calculations.

The Structure of a Function

In order to use a function more effectively, you should first know whether it is available and what you need to do to make it work. If you were creating a function, you would start its structure as follows: Function End Function The area between Function and End Function is referred to as the body of the function. That's where you would perform the necessary assignment of the function.

Using a Built-In Function

The Name of a Function
A function must have a name. Following our formula, you would specify the name after Function: Function Name End Function As mentioned already, in our lessons, we will use only the existing functions that were installed with Microsoft Excel. To start using a function, you would click the cell where you want to see the result. If you know the name of the function you want to use, after clicking the cell, type = followed the name of the function. After you type the first character of a function, Microsoft Excel would display an alphabetical list of the functions that start with that character:

You can keep typing the name of the function and as you type, Microsoft Excel would narrow the list of names that match the first characters you had type. Otherwise, if you see the name of the function you want in the list, you can double-click it. The function would be selected and written in the cell. If you don't know or don't remember the name of the function that would do what you want, Microsoft Excel provides all the necessary tools and functionality to assist you. To see a list of the available functions, on the Ribbon, click Formulas:

The functions are listed by category. To see the list of functions in a category, click the Financial, the Logical, the Text, the Date & Time, the Lookup & Reference, or the Math & Trig button. When you click, a list would appear. Here is an example:

After clicking one of those buttons, if you see the function you want to use, click it. If the function does not appear, you can click the More Functions button. This buttons holds four other categories of functions. After clicking the button, it displays a menu. You can position the mouse on one to view its list:

On the Ribbon, the AutoSum function holds a list of the most common algebraic functions:

While the buttons show the functions in their respective categories, you can see all of the functions in one list. In fact, another way to look for a function is by using the Insert Function dialog box. To access it, in the Function Library section of the Ribbon:

Click the Insert Function button Click any button and click Insert Function...

This would display the Insert Function dialog box:

As described previous for the Ribbon, the functions are organized in categories in the middle combo box of the Insert Function dialog box. To select a category, click the arrow of that combo box and

select. The functions of the selected category would appear in the Select A Function list box. One of the options in the combo box is All. If you select it, all functions would appear in the Select A Function list box. After selecting the desired function, you can click OK. As its name implies, the Recently Used button holds a list of the functions you most previously used. Instead of using the Ribbon or the Insert Function dialog box to select a function, if you already know the name of the function you want to use, you can directly type it where appropriate. Although the functions in Microsoft Excel are not case-sensitive, it is a good idea to write them in uppercase.

Introduction to the Arguments of a Function

We saw that, if you were creating a function, you would start it as follows: Function Name End Function We mentioned that the section between the Function Name line and the End Function line is referred to as the body of the function. This is where you would do describe the purpose of the function. Different functions are meant for different purposes. For example, when you press the power button on a TV remote control, the TV gets turned ON or OFF depending on whether it was already ON or OFF. Therefore, the purpose of the power button (that is, its function) is to turn the TV ON or OFF and vice versa. To carry its assignment, a function may need one ore more external values. This external value is called an argument. While one function can use one argument, another function may need more than one argument. The purpose who creates a function decides how many arguments the function would need, based on what he or she wants the function to do. We saw already that, if you are working manually, after clicking a cell, you can type = followed by the name of the function. The arguments of a function are provided in parentheses. Therefore, after typing = followed by the name of the function, type an opening parenthesis "(". If the function doesn't take any argument, type the closing parenthesis and click the Enter button or press Enter:

If the function is taking one argument, after the opening parenthesis, you can type its value:

If the value is held in a cell, you can click the cell that holds that value:

If the function takes more than one argument, type a comma, followed by the next argument that you can type or select from another cell or a group of cells, depending on the function. After selection a function from the Ribbon or from the Insert Function dialog box as we described earlier, a dialog box named the would open:

The purpose of this dialog box is to assist you with specifying the arguments of the function you selected. In the top section, this dialog box displays one or more text box in a group box whose label is the name of the function you selected. Each text box is preceded by a label that displays the name of the argument. If you know the value of the argument you want to use, you can type it. If you know the name or address of the cell or the group of cells that holds the value you want to use, you can type the name of that cell, the range of the cells, or the name of the group of cells, in the appropriate text box. Otherwise, to assist you with the value of an argument, a text box may display a selection button on its right side. If you click that button, the Function Arguments dialog box would be minimized to give you access to the worksheet:

You can then select the necessary cell or the group of cells. After making the selection, click the stop selection button . This would bring back the Function Arguments dialog box in its full display. If the

function takes more than one argument, specify the value in each text box.

Optional Arguments
On a function that takes one argument, the argument may be required. In this case, you must provide it. If you don't, the function will not work (the result would be an error). If a function takes more than one argument, all arguments may be required. In this case, if you fail to provide all of them, the function would not work. In the Function Arguments dialog box, the labels of the required arguments are in bold characters. In a function, an argument may not be required. In this case, if you dont provide the argument, the function would use its own value, called a default argument. Another function that takes more than one argument may not require all of them. There are even cases when a function takes many arguments but none of them is required. When an argument is not required, you dont have to supply it. If you dont, then the function would use a default value for that particular function. If you are manually typing a function, if it takes one argument and the argument is optional, leave the parentheses empty. If the function is taking more than one argument and one or more arguments is (are) optional, after the opening parenthesis or the comma that separates it from the left argument, you can leave the placeholder empty, then continue with the rest of the arguments. Here is an example: =FV(12.75%,-60,325, ,1) Notice the empty space for the fourth argument. In the Function Arguments dialog box, the labels of the non-required arguments are in normal characters (not bold):

The person who creates a function also decides on the number of its arguments, whether the argument(s) is/are required and, if the function takes more than one argument, which ones are required, whether all of them are required or none of them is required. After specifying the arguments, click OK.

The Return Value of a Function

We mentioned that you could directly type the name of a function and its arguments or you could click OK after using the Function Arguments dialog box. If everything went alright, you should see the result in the spreadsheet. If something went wrong, an error message would let you know. The result that displays is called the return value of the function. Of course, since there are various types of functions, different functions produce different types of results. For example, while one function would produce a string, another function can produce a number.

Fundamental Built-In Functions

The Sum Function
The SUM function is used to get the addition of various numbers or the contents of various cells. The result can be displayed in another cell or used in an expression. On the Ribbon, in the Home tab, the Editing section is equipped with a button called the AutoSum

There are two most primary ways of using the AutoSum. You can click an empty contiguous cell, and then click the AutoSum button . Before performing the SUM function, the computer will ask whether it found the right cells that you want to get the sum of. If the computer found the right cells, you can press Enter; otherwise use your mouse or your keyboard to select the cells you want to consider. You can also select the cells involved in a sum plus an empty cell that will be used to display the result, and then click the AUTOSUM button.

Practical Learning: Using AutoSum

1. Start Microsoft Excel 2. Open the CPAR Accounting Records2.xlsx workbook and, if necessary, click the Transaction Analysis sheet 3. Based on the descriptions of the transactions we saw in Lesson 9, enter the values as follows. Click Cell C6 and type +18,000 4. Click Cell M6 and type +18,000 5. Click Cell C7 and type +745 6. Click Cell M7 and type +745 7. Click Cell I8 and type +1,250

8. Click Cell K8 and type +1,250 9. Click Cell C9 and type (1,850) 10. Click Cell I9 and type 1,850 11. Click Cell K10 and type 120 12. Click Cell M10 and type (120) 13. Click Cell C11 and type 1,150 14. Click Cell M11 and type 1,150 15. Click Cell C12 and type 650 16. Click Cell E12 and type 400 17. Click Cell M12 and type 1,050 18. Click Cell C13 and type (350) 19. Click Cell M13 and type (350) 20. Click Cell C14 and type (320) 21. Click Cell G14 and type 320 22. Click Cell C15 and type (120) 23. Click Cell K15 and type (120) 24. Click Cell C16 and type 400 25. Click Cell E16 and type (400) 26. Click Cell C17 and type (2,820) 27. Click Cell M17 and type (2,250) 28. Click Cell M18 and type (350) 29. Click Cell M19 and type (220) and press Ctrl + Home

30. Click Cell C20 to give it focus 31. On the Ribbon, click Home if necessary. In the Editing section, click the AutoSum button 32. Select Cells C6:C19

33. On the Formula Bar, click the Enter button 34. Click Cell E20 35. On the Ribbon, click Formulas 36. In the Function Library section, click the AutoSum button 37. Select Cells E6:E19 and press Enter 38. Right-click Cell C20 and click Copy 39. Click Cell G20 and press Enter 40. Click Cell I20

41. In the Function Library section of the Ribbon, click the Insert Function button 42. In the Insert Function dialog box, in the top text box, type Add cells values and click Go 43. In the list of sought functions, click SUM

44. Click OK 45. In the Function Arguments dialog box, delete the content of the first box and click the selection button 46. On the worksheet, click Cell I8 47. In the Function Arguments dialog box, click the stop selection button 48. In the Function Arguments dialog box, click the second box and type I9 49. In the Function Arguments dialog box, click OK 50. Click Cell K20 51. In the Function Library section of the Ribbon, click the Math & Trig button 52. Scroll down in the list of functions and click SUM 53. In the Function Arguments dialog box, delete the content of the top text box 54. On the worksheet, click Cell K8 55. In the Function Arguments dialog box, click the second text box 56. On the worksheet, click Cell K10 57. In the Function Arguments dialog box, click the third text box 58. On the worksheet, click Cell K15

59. In the Function Arguments dialog box, click OK 60. Click Cell M20 61. In the Function Library section of the Ribbon, click the Recently Used button and click SUM

62. In the Function Arguments dialog box, click the selection button 63. On the worksheet, select Cells M6:M19

64. On the Function Arguments dialog box, click the stop selection button 65. In the Function Arguments dialog box, click OK 66. Click Cell F22 and type =SUM

67. Add the opening parenthesis (

68. On the worksheet, click Cell C20 and type , 69. On the worksheet, click Cell E20 and type , 70. On the worksheet, click Cell G20 and type , 71. On the worksheet, click Cell I20

72. Press Enter 73. On the worksheet, click Cell L22 and =SUM( 74. On the worksheet, click Cell K20 75. Press and hold Ctrl

76. Click Cell M20 and release Ctrl 77. Type ) and press Enter

78. Save the work book

The Absolute Value

The decimal numeric system counts from minus infinity (-) to infinity (+). This means that a number can be usually negative or positive, depending on its position from 0, which is considered as neutral. In some operations, the number considered will need to be only positive even if it is provided in a negative format. The absolute value of a number x is x if the number is (already) positive. If the number is negative, then its absolute value is its positive equivalent. For example, the absolute value of 12 is 12, while the absolute value of 12 is 12. To get the absolute value of a number, you can use one of the ABS() function. Its syntax is: Function ABS(number) As Number This function takes one argument. The argument must be a number or an expression convertible to a number: If the argument is a positive number, the function returns it If the argument is zero, the function returns 0

If the argument is a negative number, the function is returns its equivalent positive value

Practical Learning: Using the Absolute Value

1. The CPAR - Accounting Records2.xlsx workbook should still be opened. Click the Income Statement tab 2. Click Cell J7 and type = 3. Click the Transaction Analysis tab 4. Click Cell M11 and type + 5. Still in the Transaction Analysis tab, click Cell M12 and press Enter 6. Back in the Income Statement sheet, click Cell H9 and type =ABS( 7. Click the Transaction Analysis tab 8. Click Cell M17 and press Enter 9. Back in the Income Statement sheet, click Cell H10 and type =ABS( 10. Click the Transaction Analysis tab 11. Click Cell M18 and press Enter 12. Back in the Income Statement sheet, click Cell H11 and type =ABS( 13. Click the Transaction Analysis tab 14. Click Cell M19 and press Enter 15. Back in the Income Statement sheet, click Cell H12 and type =ABS( 16. Click the Transaction Analysis tab 17. Click Cell M10 and press Enter 18. Back in the Income Statement sheet 19. Click Cell J13 and type =SUM( 20. Select Cells H9:H12 and press Enter 21. Click Cell J14 and type = 22. Click Cell J7 and type 23. Click Cell J13 and, on the Formula Bar, click the Enter button 24. Click Cell C14, type Net Loss and press Enter

25. Save the workbook

Business and Financial Functions

Business Functions
Introduction
An asset is an object of value. It could be a person, a car, a piece of jewelry, a refrigerator. Anything that has a value is an asset. In the accounting world, an asset is a piece of/or property whose life span can be projected, estimated, or evaluated. As days, months or years go by, the value of such an asset degrade. When an item is acquired for the first time as brand new, the value of the asset is referred to as its Cost. The declining value of an asset is referred to as its Depreciation. At one time, the item will completely lose its worth or productive value. Nevertheless, the value that an asset has after it has lost all of its value is referred to its Salvage Value. At any time, between the purchase value and the salvage value, accountants estimate the value of an item based on various factors including its original value, its lifetime, its usefulness (how the item is being used), etc.

The Double Declining Balance

The Double Declining Balance is a method used to calculate the depreciating value of an asset. To get it, you can use the DDB function whose syntax is: Function DDB(cost, salvage, life, period, factor) As Double

The first argument, cost, represents the initial value of the item and it is required. The salvage argument is t value of the asset when it will have lost all its productive value. This argument also is required. The cost and

values must be given in their monetary values. The value of life is the length of the lifetime of the item; this number of months for a car or the number of years for a house, for example. The period is a factor f depreciation is calculated. It must be in the same unit as the life argument. For the Double Declining Balanc argument is usually 2.

Practical Learning: Calculating the Double-Declining-Balance

1. Start Microsoft Excel and fill up Sheet1 as follows:

2. Save it as Depreciation 3. Double-click Sheet1 to put its label into edit mode. Type Double-Declining-Balance and press Enter

4. Click cell C8 and, on the Ribbon, click Formulas. In the Function Library section, click Financial and click DDB and move the Function Arguments dialog bo can see the values on the worksheet 5. Click the box to the right of Cost and, on the worksheet, click cell C4 6. In the Function Arguments dialog box, click the box to the right of Salvage and, on the worksheet, click

7. In the Function Arguments dialog box, click the box to the right of Life and, on the worksheet, click cell C 9. In the Function Arguments dialog box, click the box to the right of Factor and type 2

8. In the Function Arguments dialog box, click the box to the right of Period and, on the worksheet, click ce

10. Click OK

The Straight Line Depreciation

Microsoft Excel provides another method used to calculate the depreciation of an item. This time, the de considered on one period of the life of the item. The function used is SLN and its syntax is: Function SLN(cost, salvage, life) As Double

The cost argument is the original amount paid for an item (refrigerator, mechanics toolbox, high-volume prin salvage, also called the scrap value, is the value that the item will have (or is having) at the end of Life. The represents the period during which the asset is (or was) useful; it is usually measured in years.

Practical Learning: Calculating the Double-Declining-Balance

1. Click Sheet2 and fill it up as follows:

2. Double-click Sheet2 to put its label into edit mode. Type Straight-Line Depreciation and press Enter 3. Click cell C7 4. In the Function Library section of the Ribbon, click Financial and click SLN. Move the Function Arguments dialog box so you can see the values on the worksheet 5. Click the box to the right of Cost and, on the worksheet, click cell C4 6. In the Function Arguments dialog box, click the box to the right of Salvage and, on the worksheet, click

7. In the Function Arguments dialog box, click the box to the right of Life and, on the worksheet, click cell C

8. In the Function Arguments dialog box, click OK 9. Save the workbook

The Sum of the Years' Digits

The Sum-Of-The-Years-Digits provides another method for calculating the depreciation of an item. Im restaurant bought a commercial refrigerator (cold chamber) for $18,000 and wants to estimate its deprec years. Each year is assigned a number, also called a tag, using a consecutive count. This means that the appended 1, the second is 2, etc. This way, the depreciation is not uniformly applied to all years. Year => 1, 2, 3, 4, and 5. The total count is made for these tags. For our refrigerator example, this would be

Sum = 1 + 2 + 3 + 4 + 5 = 15 Each year is divided by this Sum, also called the sum of years, used as the common denominator:

This is equivalent to 1. As you can see, the first year would have the lowest divident (1/15 0.0067) and would have the highest (5/15 0.33).

To calculate the depreciation for each year, the fractions (1/15 + 2/15 + 3/15 + 4/15 + 5/15) are reverse depreciation of the first year is calculated based on the last fraction (the last year divided by the common d Then the new fraction for each year is multiplied by the original price of the asset. This would produce (this ta that the refrigerator will have a value of $0.00 after 5 years): Year 1 2 3 4 5 Fraction 5/15 4/15 3/15 2/15 1/15 * * * * * * Amount $18,000.00 $18,000.00 $18,000.00 $18,000.00 $18,000.00 = = = = = = Depreciation $6,000.00 $4,800.00 $3,600.00 $2,400.00 $1,200.00 $18,000.00

Total Depreciation =

Overall, Microsoft Office uses the following formula to calculate an item depreciation using the Sum-Of-The-Y

The function used to calculate the depreciation of an asset using the sum of the years' digits is called SYD a is: Function SYD(cost, salvage, life, period) As Double

The cost argument is the original value of the item; in our example, this would be $18,000. The salvage par value the asset would have (or has) at the end of its useful life. The life is the number of years the asset w useful life (because assets are usually evaluated in terms of years instead of months). The period para particular period or rank of a Life portion. For example, if the life of the depreciation is set to 5 (years), the be any number between 1 and 5. If set to 1, the depreciation would be calculated for the first year. If the Pe 4, the depreciation would calculated for the 4th year. You can also set the period to a value higher than life. if life is set to 5 but you pass 8 for the period, the depreciation would be calculated for the 8th year. If worthless in the 8th year, the depreciation would be 0.

Practical Learning: Calculating the Depreciation Using SYD

1. Click Sheet3 and fill it up as follows:

2. Double-click Sheet3 to put its label into edit mode. Type Sum-Of-Years Depreciation and press Enter 3. In the Function Library section of the Ribbon, click Financial and click SYD. Move the Function Arguments dialog box so you can see the values on the worksheet 4. Click the box to the right of Cost and, on the worksheet, click cell C4 5. In the Function Arguments dialog box, click the box to the right of Salvage and, on the worksheet, click

6. In the Function Arguments dialog box, click the box to the right of Life and, on the worksheet, click cell C

7. In the Function Arguments dialog box, click the box to the right of Life and, on the worksheet, click cell C

8. Click OK

9. Notice that in our evaluation, we decided that the item would have a $0.00 value at the end of its life. S

still a big investment, it is very likely to still be very operational after 5 years. To experiment with diffe let's assume that the item will have a value of $3500 after 5 years. On the worksheet, click cell C5. Type 3500 and press Enter

10. Now, imagine that we think the item will have a value of $0.00 after 5 years but we want to know how m have depreciated the 3rd year. On the worksheet, click cell C5 and type 0 11. Click cell C7. Type 3 and press Enter

12. Compare with the value we got in our table above 13. Save the workbook

Financial Functions
Introduction

Microsoft Excel provides a series of functions destined to perform various types of financially related opera functions use common factors depending on the value that is being calculated. Many of these functio investments or loan financing.

The Present Value is the current value of an investment or a loan. For a savings account, a customer co make a set amount of deposit on a bank account every month. The initial value that the customer deposits account is the Present Value. The sign of the variable, when passed to a function, depends on the po customer. If the customer is making deposits, this value must be negative. If the customer is receiving mo installment, family inheritance, etc), this value should be positive.

The Future Value is the value the loan or investment will have when the loan is paid off or when the invest For a car loan, a musical instrument loan, a financed refrigerator, a boat, etc, this is usually 0 because the c is lending the money will not take that item back (they didn't give it to the customer in the first place, they o or her some money to buy the item). This means that at the end of the loan, the item (such as a car, boat belongs to the customer and it is most likely still worth something.

As described above and in reality, the Future Value is the amount the item would be worth at the end. In

all, loans, it would be 0. On the other hand, if a customer is borrowing money to buy something like a c piano, etc, the salesperson would ask if the customer wants to put a "down payment", which is an advanc Then, the salesperson or loan officer can either use that down payment as the Future Value paramet subtract it from the Present Value and then apply the calculation to the difference. Therefore, you can app of down payment to your functions as the Future Value. The Number Of Periods is the number of payments that make up a full cycle of a loan or an investment.

The Interest Rate is a fixed percent value applied during the life of the loan or the investment. The rate doe during the length of the Periods.

It is very important to understand how these two arguments are passed to a function. The period could be th months of a year, which is 12; but it could be another length. Suppose a customer is getting a car loan th financed in 5 years. This is equivalent to 5 * 12 = 60 months. In the same way, a cash loan can stretch months, a carpenter truck loan can have a life financing of 40 months, and a condominium can be financed of 12 months plus an additional 8 months; this is equivalent to (15 * 12) + 8 = 188 months. Here is the especially as far as Microsoft Excel deals with its finance functions. If you pass the number of Periods in te such as 5 for a car loan that stretches over 5 years, then you can pass the Rate as a percentage value, such you pass the number of Periods in terms of months, for example you can pass it as 44 for a car that is years and 8 months, then you must communicate this to the Rate argument by dividing the Rate by 12. In ot Rate of 8.75% would be passed as 8.75%/12. If the Rate was typed in a cell named B2 that displays 8.7 pass it as B2/12.

For deposits made in a savings account, because their payments are made monthly, the rate is divided by th Periods of a year, which is 12. If an investment has an interest rate set at 14.50%, the Rate would be 1.208. Because the Rate is a percentage value, its actual value must be divided by 100 before passing it to For a loan of 14.50% interest rate, this would be 14.50/12 = 1.208/100 = 0.012.

The Payment is the amount the customer will be paying. For a savings account where a customer has pled certain amount in order to save a set (goal) amount, this would be the amount the customer would pay eve the customer is making payments (car loan, mortgage, deposits to a savings account, etc), this value must If the customer is receiving money (lottery installment or annuity, family inheritance, etc), this value must be

The Payment Type specifies whether the payment is made at the beginning or the end of the period. F payment of an item financed like a car, a boat, a guitar, or a house this could be the end of every month.

The Future Value of an Investment

To calculate the future value of an investment, you can use the FV() function. The syntax of this function is: Function FV(Rate, Periods, Payment, PresentValue, PaymentType) As Currency

Practical Learning: Calculating the Future Value

1. Start a new workbook and fill up Sheet1 as follows:

2. Save it as Business 3. Double-click Sheet1 to put its label into edit mode. Type Future Value and press Enter 4. Click cell C8 5. On the Ribbon, click Formulas. In the Function Library section, click Financial and click FV. 6. Move the Function Arguments dialog box so you can see the values on the worksheet 7. Click the box to the right of Rate and, on the worksheet, click cell C5 and type /12 9. In the Function Arguments dialog box, click the box to the right of Pmt and type 10. On the worksheet, click cell C6 11. In the Function Arguments dialog box, click the box to the right of Pv and type 12. On the worksheet, click cell C4

8. In the Function Arguments dialog box, click the box to the right of Nper and, on the worksheet, click cell

13. Since this is a loan, the payments are expected at the end of the month. Therefore, in the Function Argu dialog box, click the box to the right of Type and type 0

14. Click OK

The Number of Periods of an Investment

Function NPER(Rate, Payment, PresentValue, FutureValue, PaymentType) As Currency Here is an example:

To calculate the number of periods of an investment or a loan, you can use the NPER() function. Its syntax i

Investment or Loan Payment

The PMT() function is used to calculate the regular payment of loan or an investment. Its syntax is: Function PMT(Rate, NPeriods, PresentValue, FutureValue, PaymentType) As Currency

In the following example, a customer is applying for a car loan. The cost of the car will be entered in cell financed at a rate entered in cell C6 for a period set in cell C7. The dealer estimates that the car will hav $0.00 when it is paid off.

Practical Learning: Calculating the Monthly Payments of a Loan

1. Double-click Sheet3 to put it in edit mode. Type Payments Amount and press Enter 2. Complete the worksheet as follows

3. Click cell C8 and type =PMT( 4. Click cell C6 and type /12, 5. Click cell C7 and type ,6. Click cell C4 and type , 7. Click cell C5 8. Type ,0) and, on the Formula Bar, click the Enter button

9. Suppose that, during the evaluation, a customer decides that she doesn't need a brand new car anymor thinks that a 5-year car loan is too long. Furthermore, she wants to make a $4500.00 down payment to monthly payments. On the other side of the desk, the salesperson who wants to make a juicy commissio loan has decided to increase the interest rate. Change the new values of the worksheet as follows and see the result

10. Save the workbook

The Amount Paid As Interest During a Period

When a customer is applying for a loan, an investment company must be very interested to know how mu would collect as interest. This allows the company to know whether the loan is worth giving. Because the int is related to the interest rate, a company can play with the rate (and also the length) of the loan to get a fair

The IPMT() function is used to calculate the amount paid as interest on a loan during a period of the lifetime an investment. It is important to understand what this function calculates. Suppose a customer is applying f and the salesperson decides (or agrees with the customer) that the loan will be spread over 5 years (5 years each = 60 months). The salesperson then applies a certain interest rate.

TheIPMT() function can help you calculate the amount of interest that the lending institution would earn dur period. In essence, you can use it to know how much money the company would earn in the 3rd year, or in or in the 1st year. Based on this, this function has an argument called Period, which specifies the year you out the interest earned in. The syntax of the IPMT() function is: Function IPMT(Rate, Period, NPeriods, _ PresentValue, FutureValue, PaymentType) As Double The Rate argument is a fixed percent value applied during the life of the loan.

The PresentValue is the current value of the loan or investment. It could be the marked value of the car mortgage value of a house, or the cash amount that a bank is lending. The FutureValue is the value the loan or investment will have when the loan is paid off.

The NPeriods is the number of periods that occur during the lifetime of the loan. For example, if a car is years, this value would be (5 years * 12 months each =) 60 months. When passing this argument, you mu to pass the right amount.

The Period argument represents the payment period. For example, it could be 3 to represent the 3rd year loan. In this case, the IPMT() function would calculate the interest earned in the 3rd year only.

The PaymentType specifies whether the periodic (such as monthly) payment of the loan is made at the beg at the end (1) of the period. The FutureValue and the PaymentType arguments are not required.

Practical Learning: Calculating the Monthly Payments of a Loan

1. To add a new worksheet, click the button on the right side of the Payment Amounts tab 2. Double-click the new Sheet4 tab to put it in edit mode 3. Type Periodic Interest Earned and press Enter 4. Complete the worksheet as follows

5. Click cell C9 and type =IPMT( 6. Click cell C5 and type /12, 7. Click cell C6 and type , 8. Click cell C7 and type ,-

9. Click cell C4 and type , 10. Click cell C8 and type ,0) 11. On the Formula Bar, click the Enter button

12. Save the workbook

The Amount Paid as Principal

While the IPMT() function calculates the amount paid as interest for a period of a loan or an investment, function calculates the actual amount that applies to the balance of the loan. This is referred to as the princip is: Function PPMT(Rate, Period, NPeriods, _ PresentValue, FutureValue, PaymentType) As Currency The arguments are the same as described in the previous sections.

Practical Learning: Evaluating the Amount Paid As Principal

1. Change the Periodic Interest Earned worksheet as follows

2. Click cell C10 and type =PPMT( 3. Click cell C5 and type /12, 4. Click cell C6 and type , 5. Click cell C7 and type ,6. Click cell C4 and type , 7. Click cell C8 and type , 8. Type ,0) and, on the Formula Bar, click the Enter button

9. Save the workbook

The Present Value of a Loan or an Investment

The PV() function calculates the total amount that a future investment is worth currently. Its syntax is: Function PV(Rate, NPeriods, Payment, FutureValue, PaymentType) As Currency The arguments are the same as described earlier.

The Interest Rate

Suppose a customer comes to a car dealer and wants to buy a car. The salesperson would first present the a to the customer so the customer can decide what car he likes. After this process and during the evaluatio person may tell the customer that the monthly payments would be $384.48. The customer may then say can't afford that, man". Then the salesperson would ask, "What type of monthly payment suits you". From n would continue the discussion. Since the salesperson still wants to make some money but without losing because of a high monthly payment, the salesperson would need to find a reasonable rate that can acco affordable monthly payment for the customer. The RATE() function is used to calculate the interest applied on a loan or an investment. Its syntax is: Function RATE(NPeriods, Payment, PresentValue, _ FutureValue, PaymentType, Guess) As Double

All of the arguments are the same as described for the other functions, except for the Guess. This argument give some type of guess for a rate. This argument is not required. If you omit it, its value is assumed to be 1

Practical Learning: Calculating the Interest Rate

1. To add a new worksheet, click the button on the right side of the Periodic Interest Earned tab 2. Double-click the new Sheet5 tab to put it in edit mode 3. Type Interest Rate and press Enter 4. Change the Interest Rate worksheet as follows

5. Click cell C8 and type =-RATE( 6. Click cell C7 and type , 7. Click cell C6 and type ,8. Click cell C4 and type , 9. Click cell C5 and type ,0)*12 and, on the Formula Bar, click the Enter button

10. Use the Percent Style button in the Number section of the Home tab of the Ribbon to make the value dis percentage value 11. Save the workbook

The Internal Rate of Return

Function IRR(Values, Guess) As Double

The IRR() function is used to calculate an internal rate of return based on a series of investments. Its syntax

The Values argument is a series (also called an array or a collection) of cash amounts that a customer has investment. For example, a customer could make monthly deposits in a savings or credit union acco customer could be running a business and receiving different amounts of money as the business is flowi money). The cash flows don't have to be the same at different intervals but they should (or must) occu intervals such as weekly (amount cut from a paycheck), bi-weekly (401k directly cut from paycheck), mon investment), or yearly (income).

The Values argument must be passed as a collection of values, such as a range of selected cells, and not Otherwise you would receive an error. The Guess parameter is an estimate interest rate of return of the investment.

Practical Learning: Calculating the Internal Rate of Return

1. To add a new worksheet, click the button on the right side of the other tab sheets 2. Double-click the new Sheet1 tab to put it in edit mode. Type Internal Rate of Return and press Enter 3. Change the worksheet as follows

4. Click cell D12 and type =IRR( 5. Select cells D4:D10 and, on the Formula Bar, click the Enter button

6. In cell D11, type 12 and click cell D12

7. In the Formula Bar, change the function to =IRR(D4:D10, D11) and press Enter (you shouldn't see an difference unless you change the range of cells such as D4:D8) 8. Save the workbook

The Net Present Value

Function NPV(Rate, Value1, Value2, ...) As Currency The Rate parameter is the rate of discount during one period of the investment.

The NPV() function uses a series of cash flows to calculate the present value of an investment. Its syntax is:

As the NPV() function doesn't take a fixed number of arguments, you can add a series of values as Value1,

These are regularly made payments for each period involved. Because this function uses a series of pa payment made in the past should have a positive value (because it was made already). Any future payment a negative value (because it has not been made yet).

Practical Learning: Calculating the Net Present Value

1. To add a new worksheet, click the button on the right side of the other tab sheets 2. Double-click the new Sheet7 tab to put it in edit mode 3. Type Net Present Value and press Enter 4. Complete the worksheet as follows:

5. Click cell D14 and type =-NPV( 6. Click cell D13 and type , 7. Select cells D4:D12 and, on the Formula Bar, click the Enter button

8. Save the workbook

The Columns of a Spreadsheet

Columns Fundamentals
Introduction to Columns
Imagine you have a list of students whose grades you want to organize to be able to easily view and analyze them. When creating the list, you can start with their names. Here is an example: First Name Roland Chrissy Robert Alexa Last Name Becker Groans Farell Schwitts

Because these are students, you may also add their courses to the list where you would enter their grades. Here is an example: First Name 1. 2. 3. 4. Roland Chrissy Robert Alexa Last Name Becker Groans Farell Schwitts English 10.50 12.00 16.00 15.50 History 12.00 14.50 15.50 14.00 Geography 12.00 14.00 16.50 16.00 Math 16.50 12.75 14.50 16.50 Chemistry 16.75 12.00 14.00 13.50

This type of list is referred to as a sheet or a spreadsheet. To organize its information, this type of list arrangements as categories of information. In this case, the categories are First Name, Last Name, Eng Geography, Math, Chemistry, and Physics. On a spreadsheet, each category arranged vertically is called a co can see from the above list and as we will learn in the next section, each column has a name and borders identified from the other columns.

Practical Learning: Introducing Columns

Open the RTHS1 file

Identifying a Column

To make it easy to create a type of list like the above, Microsoft Excel provides a ready-made arrangement of easily identify each category of the list, a column is created as a vertical object. On top of each column, the bar called the column header. As seen in the previous lesson, the columns are organized as a row of (blue) ba

To distinguish each column, it has a name. The name of a column displays in the column header. The nam two, or three letters. The most left column is called, and is labeled, A. The second has a label of B, and so on A Microsoft Excel document contains 16,384 columns going from Column A to Column XFD:

When you start a document in Microsoft Excel, the application makes all these columns available. You c them or just a few, but they are always available.

Among the various ways you can use a column, we will see in various sections that you can click it or use the get to a column. You can also right-click a column. When you do, an expanded menu would appear:

Practical Learning: Checking Columns

1. To review the columns, click and hold the mouse on the right arrow button of the horizontal scroll bar fo minutes

2. Release the mouse and press Ctrl + Home

Columns Selections

At times you will almost want to alter the display of a column or various columns. You have to select that c group of columns first. Another reason you may need to select a column or a group of columns is because yo to take some action on it. Some of these issues will be addressed soon, some others will be reviewed as we m You can select a column or a group of columns using the mouse, the keyboard, or a combination of both: To select a column using the mouse, position the mouse on the column header:

and click (with the left mouse button) a column header; it would get selected and all small boxes under

To select a column using the keyboard, click anything under it, then press and hold Ctrl. While Ctrl is do the Space bar and release Ctrl.

You can also select more than one column. Selecting columns in a range consists of selecting adjacent perform this type of selection, you can use either the mouse or a combination of the mouse and the keyboard

To select columns in a range using the mouse, click one column header and hold the mouse down. Then direction of the range

To select a range of columns using the mouse and the keyword, click one column at one end of the desir Press and hold Shift. Then click the column at the other end, and release the mouse.

Random selection consists of selecting columns that are not adjacent. For example, this allows you to selec D, and H. To do this, click one column header, press and hold Ctrl. Then click each desired column heade have selected the desired columns, release the mouse.

Practical Learning: Selecting Columns

1. To select a column, click the column header D

2. To select more than one column, click column header C and hold the mouse down. While the mouse is s move it right until column F is selected, then release the mouse

3. To select columns in another range, click column header B 4. Press and hold Shift, then click column header E 5. Release Shift 6. To select columns at random, click column header H 7. Press and hold Ctrl 8. Click column headers B, E, and C 9. Release Ctrl 10. Click any box under column header G 11. To select a column with the keyboard, for example column G, press Ctrl + Space 12. Press Ctrl + Home

Adding or Deleting Columns

Inserting a New Column

As mentioned already, Microsoft Excel has columns named from A to XFD with a maximum of 16384. Mi allows you to add a column. Actually, you can insert a column on the left side of an existing column. W Microsoft Excel internally removes the very last column to keep the count to 16384. To add a new column:

Right-click the column header of the column that will be on the right side of the new column you want to click Insert

Click the column header or any box under it. On the Ribbon, click Home. In the Cells section, click the a Insert and click Insert Sheet Columns

To add more than one column, first select the columns, whether in a range or randomly. Then:

Right-click one of the columns (whether one of the column headers or a box of one of the selected colum be on the right side of the new columns you want to create, and click Insert

(After selecting the columns,) On the Ribbon, click Home. In the Cells section, click the arrow button Ins Insert Sheet Columns

If you select columns randomly (non-adjacent), a new column would be created on the left side of each of columns. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Adding Columns

1. Right-click Column Header E and click Insert 2. Click Column Header C 3. On the Ribbon, click Home if necessary. In the Cells section, click the arrow button under Insert and click Insert Sheet Columns 4. Press Ctrl + Home

5. Save the document

Removing a Column
If you find out that you have a column you do not want, you can remove it. To remove a column: Right-click the column header and click Delete

Click the column header or any box under it. On the Ribbon, click Home. In the Cells section, click Delet Delete Sheet Columns

To delete more than one column, first select the columns, whether in a range or randomly. Then:

Right-click one of the columns (whether one of the column headers or a box of one of the selected colum click Delete

(After selecting the columns,) On the Ribbon, click Home. In the Cells section, click Delete and click Dele

Columns

If no box under the column header has anything, you would not receive a warning and the column wou removed. If at least one of the boxes under the column header has a value, you may receive a warnin whether you want to continue with the operation or not. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Deleting Columns

1. Right-click Column Header C and click Delete 2. Press Ctrl + Home

The Width of Columns

Introduction

To display the information under it, a column uses a measure from its left border to its right border. Thi referred to as its width. By default, when Microsoft Excel comes up, all columns use the same width. You a change the width of one column or a group of columns.

There are various techniques you can use to change the width of a column. You can manually resize a colum of columns, or you can use a dialog box to exercise more control.

Manually Resizing the Columns

To manually resize a column, position the mouse on the short line that separates a column header from its rig Here is an example:

Click, then drag left or right until the small box displays the width you desire, then release the mouse.

You can also resize a group of columns. First, select the columns you want to work on. Then position the m column header border of one of the selected columns. Click and drag left or right in the direction of your cho get the desired with. Then release the mouse. To undo this action: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Controlling the Widths of Columns

1. Position the mouse between columns H and I until the mouse turns into a short line with double horizont

2. Then double-click. That resizes column H

3. Position the mouse on the separator of column headers B and C, then click and drag in the right directio small box displays Width: 10.00

4. Release the mouse

5. In the same way, position the mouse on the separator of column headers C and D, then click and drag in direction until the small box displays Width: 10.00 6. Press Ctrl + Home 7. To save the document, press Ctrl + S

Automatically Resizing the Columns

If one of the boxes under a column header displays the width you want, you can resize the column to the co box. To do this, click the box that has the desired width. Then: Double-click the short line that separates the column header from the column on its right (if you are on right column, that will be the line that serves as the column's right border) On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width

In the same way, to set the widths of columns based on some boxes under their columns headers, select tho Lesson 4, we will learn how to select the boxes). Then: Double-click the short line on one side of the column headers On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width

To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Automatically Resizing the Columns

1. Randomly select Columns D, F, G, and I

2. On the Ribbon, click Home if necessary. In the Cells section, click the Format button, and click AutoFit Column Width 3. Press Ctrl + Home

4. Save the document

Setting the Width Value of Columns

You can use a dialog box to set exactly the desired width of a column or a group of columns. To specify th column: Right-click the column header and click Column Width...

Click a column header or any box under it. Then, on the Ribbon, click Home. In the Cells section, click Fo click Column Width...

To specify the same width for many columns:

Select a range of columns. Right-click one of the columns (right-click either one of the column headers o selection) and click Column Width...

Randomly select a group of (non-adjacent) columns. Right-click one of the column headers and click Col

Select the columns, whether in a range or randomly (non-adjacent). On the Ribbon, click Home. In the C click Format and click Column Width...

Any of these actions would open the Column Width dialog box. From there, accept or enter the desired value To undo any of these actions:

On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Setting the Width of Columns

1. Right-click Column Header J and click Column Width... 2. Type 6.50 and press Enter 3. Press Ctrl + Home

Columns and Their Content

Introduction

You may have noticed that, in the documents we have used so far, there are some values under some colu Because a column is primarily a group of values, you can copy its values to the clipboard and put them column.

Moving Columns
In our introduction, we saw that columns assume some default positions when Microsoft Excel starts. computer spreadsheet, you can move a column from its current position to another.

To move a column, first click its column header to select it. Position the mouse on one of the vertical lines of column:

Click and hold your mouse down. Drag left or right. Two vertical lines would guide you. When you get the c desired location, release the mouse.

When you move a column, its boxes move but it assumes the lettered name of the new location so the nam follow the alphabetic sequence. To move a group of columns, select them. Position the mouse on one of the vertical lines of the selection:

Click and hold your mouse down. Drag left or right. Vertical lines would guide you. When you get the co desired location, release the mouse. When you move the columns, their boxes move but they assume the le of the new location with the appropriate alphabetic sequence.

Copying and Pasting Columns

As mentioned already, when moving one or more columns, their location changes. In some cases, you may move the column(s) but only its(their) content. To support this, the operating system provides the c Microsoft Excel has a high level of support for it. In other words, you can copy the contents of column(s) to and paste it(them) to other column(s). To copy the contents of a column to the clipboard: Right-click the column header and click Copy Click the column header. On the Ribbon, click Home. In the Clipboard section, click Copy

After copying a column to the clipboard, all of its values are made available. To put those values on another c Right-click the target column header and click Paste Click the column header. On the Ribbon, click Home. In the Clipboard section, click Paste

Cutting the Contents of Columns

As seen already, if you move one or more columns, they go with their contents. If you copy the contents of c would have duplicate (contents) of columns. As an alternative, you can move only the values of columns, not themselves. The Microsoft Windows operating system supports this operation through cutting to the clipboa To temporarily move the contents of a column to the clipboard to wait to be pasted: Right-click the column header and click Cut Click the column header. On the Ribbon, click Home. In the Clipboard section, click Cut

After cutting a column to the clipboard, if you do not want to paste it anywhere, you can press Esc. If you wa to another column:

Right-click the target column header and click Paste Click the column header. On the Ribbon, click Home. In the Clipboard section, click Paste

To temporarily move the contents of many columns to the clipboard to wait to be pasted, select the columns. Right-click either one of the column headers or inside the selection, and click Cut On the Ribbon, click Home. In the Clipboard section, click Cut

If you want to paste the values to another group of columns: Right-click a target column header and click Paste Click a column header. On the Ribbon, click Home. In the Clipboard section, click Paste

When you paste, the values of the boxes under the original columns would be emptied.

Hiding, Freezing, and Splitting Columns

Hiding and Revealing Columns

When working on a list, you dont always need all columns displaying all the time. You can hide a column wh is not required at a particular time. In Microsoft Excel, you can hide one or more columns. To hide one column: Right-click the column and click Hide

Click the column header. On the Ribbon, click Home. In the Cells section, click Format, position the mou Unhide, and click Hide Columns

When a column has been hidden, its letter disappears from the sequence and the line between the previous thicker than the other dividing lines:

To hide many columns, select the columns. Then: Right-click one of the column headers or inside the selection and click Hide

On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Columns

To reveal the hidden columns: Right-click any column header and click Unhide

On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Columns

Practical Learning: Hiding a Column

1. Right-click Column E and click Hide 2. Save the document

Freezing One or More Columns

If you have a list wider than the Microsoft Excel area can show, you can scroll to the right to see hidden co you are scrolling to the right, some columns would be disappearing from the left section of the Microsoft Exce you want, you can freeze a column so that, when you scroll to the right, a column or some columns would would not move. Also, the column(s) from the left of the frozen column would not move either.

To freeze a column, click the column header of the column that will lead the moving columns. On the Ribbon In the Window section, click Freeze Panes, and click Freeze Panes.

Practical Learning: Freezing a Column

1. Open the RTHS2 file 2. Click Column Header E 3. On the Ribbon, click View 4. In the Window section, click Freeze Panes 5. Press Ctrl + Home

6. Scroll to the right. Notice that Column D and its left columns are not moving

7. In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes

Splitting the Columns

An alternative to freezing is to split the group of columns into two sections. Just as done for the freezing, yo a column to use as reference and scroll the columns from its side. To split the group of columns in two, cl header. On the ribbon, click View. In the Window section, click Split. This would display a bar:

The similarities between the freezing and splitting are as follows: The columns are divided in two groups The user can scroll the columns from the right side of the divider

The differences between the freezing and splitting are as follows:

If you freeze a column, you can scroll the columns on the right side of the frozen line but you cannot scr columns from the left side of the frozen line. If you split the columns, you can scroll the columns from ei or the right side of the splitting bar

If you freeze a column, you cannot move the freezing line to another column (you would have to unfreez column, then re-freeze). If you split the columns, you can move the splitting bar to the left or the right

If you freeze a column, to remove the frozen line, you use the Ribbon. If you split the columns, to remo splitting line, you can double-click it or, in the Window section of the View tab of the Ribbon, you can clic button

Practical Learning: Splitting the Columns

1. Click Column Header I 2. In the Window section of the Ribbon, click the Split button 3. Press Ctrl + Home 4. Position the mouse on the split bar

5. Scroll in the left frame 6. Scroll in the right frame 7. In the Window section of the Ribbon, click the Split button 8. Close Microsoft Excel. If asked whether you want to save, click No

The Rows of a Spreadsheet

Rows Fundamentals
Introduction to Rows
In the previous lesson, we saw that a spreadsheet organizes its information in categories called columns. To show the values in a spreadsheet, each column holds a particular value that corresponds to another value in the same horizontal range. While the values under a column should (in most cases must) be the same, the values in a horizontal range can be different. The group of values that correspond to the same horizontal arrangement is called a row. Consider the following list we introduced in the previous lesson: First Name Roland Chrissy Robert Alexa Last Name Becker Groans Farell Schwitts English 10.50 12.00 16.00 15.50 History 12.00 14.50 15.50 14.00 Geography 12.00 14.00 16.50 16.00 Math 16.50 12.75 14.50 16.50 Chemistry 16.75 12.00 14.00 13.50

This contains many rows. The first row contains the values Roland, Becker, 10.50, 12.00, 12.00, 16.50, 16.75 The second row contains the values Chrissy, Groans, 12.00, 14.50, 14.00, 12.75, 12.00, and 10.50. As you list contains many rows and each row has its own values.

Although each row in the above list has a value for each column, it is not unusual to have empty areas un column and sometimes a row would even have only one value even though there are many columns available

As a spreadsheet application, when Microsoft Excel starts it creates the rows you will need. As a matter of fa Office Excel 2007 creates 1,048,576 rows.

Like the columns, each row is labeled. The rows are labeled from Row 1 to Row 1048576. These labels sh boxes on the left side of the Microsoft Excel interface. Each box that shows the label of a row is called a row h

You can use just a few of the rows for your assignment but all of them are always available.

When using a row, you can click it or use the keyboard to get to it. You can also right-click a row. When y menu would appear:

Rows Selections

As done with columns, you can select one row or a group of rows. You can also select rows at random. You selections using the mouse, the keyboard, or a combination of both. You can use only the mouse to select rows: To select a row using the mouse, position the mouse on a row header. The mouse cursor would change pointing arrow. Then click:

To select a range of rows using the mouse, click one row header and hold the mouse down. Then drag in direction of the range:

You can also use only the keyboard

To select a row using the keyboard, make sure a box on its right side is selected (in the next lesson, we that you can press the arrow keys to select one of those boxes). Press and hold Shift. While Shift is still the Space bar and release Shift

To select many rows using only the keyboard, use the above technique to select the starting row. Press Shift, then press either the up or the down arrow key. When the range of rows has been selected, releas

You can also use a combination of the mouse and the keyboard to select one or more rows: To select a range of rows using a combination of the mouse and the keyboard, click one row at one end desired range. Press and hold Shift. Then click the row at the other end, and release the mouse.

To select rows at random using a combination of the mouse and the keyboard, click one row header, pre Ctrl. Then click each desired row header. When you have selected the desired rows, release the mouse. selected would be highlighted:

Practical Learning: Selecting Rows

1. Open the RTHS3.xlsx file 2. To select a row, click the row header 5

3. To select more than one row, click row 8 and hold the mouse down. While the mouse is still down, move until row 12 is selected 4. Release the mouse

5. Click any box on the right side of Row Header 14 6. To select a row, for example row 14, press Shift + Space 7. To deselect, press Ctrl + Home

The Heights of Rows

Introduction

To display the contents of boxes on its right, a row uses a certain height. The height is the distance from th lower borders of the row. There are various techniques you can use to change the height of a row, using ap or being precise.

Manually Heightening or Shrinking the Rows

To manually change the height of a row, position the mouse on the lower border that separates it from t (unless it is the last row). Here is an example:

Click, then drag up or down until you get the desired height, then release the mouse.

You can also resize a group of rows. First, select the rows as we described above. Then position the mouse o border of one of the selected rows. Click and drag up or down in the direction of your choice until you ge height. Then release the mouse. To undo this action: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Controlling the Heights of Rows

2. Then double-click. That resizes Row 2 3. Position the mouse on the separator of Row Headers 3 and 4, then click and drag up until the small box Width: 2.25

1. Position the mouse between Row Headers 2 and 3 until the mouse turns into a short line with double ver

4. To save the workbook, press Ctrl + S

Automatically Setting the Heights of Rows

If one of the boxes on the right side of a row header is too short or too tall, you can change the height of th this: Double-click the bottom border of the row

Click the row header or a box on that row. On the Ribbon, click Home. In the Cells section, click Format AutoFit Row Height:

To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Automatically Resizing the Columns

1. Click Row Header 5 2. On the Ribbon, click Home if necessary. In the Cells section, click the Format button, and click AutoFit Row Height 3. Press Ctrl + Home

4. Save the document

Setting the Height Values of Rows

You can use a dialog box to set exactly the desired height of a row or a group of rows. To specify the height o Right-click the row header and click Row Height...

Click a row header or any box on its right side. Then, on the Ribbon, click Home. In the Cells section, cli and click Row Height...

To specify the same height for many rows:

Select a range of rows as we saw earlier. Right-click one of the rows (either one of the row headers or in selection) and click Row Height...

Randomly select a group of (non-adjacent) rows. Right-click one of the row headers and click Row Heigh Select the rows. On the Ribbon, click Home. In the Cells section, click Format and click Row Height...

This would call the Row Height dialog box where you can type the desired value and click OK or press Enter. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Setting the Width of Columns

1. Right-click Row Header 6 and click Row Height... 2. Type 1 and Click OK 3. Press Ctrl + Home

4. Save the file

Container Operations on Rows

Adding a New Row

In our introduction, we saw that Microsoft Excel creates and makes available over a million rows you ca working on a spreadsheet. In the next lesson, we will see that you can use the boxes on the right side headers to create the necessary values of your spreadsheet. One of the result is that, at times, you will wan row between two existing rows. Microsoft Excel provides all the means you need to add one or more new r When you add a new row, Microsoft Excel removes the last row to keep the count to 1,048,576. You can only insert a new row above an existing one. To insert a new row:

Right-click the row header that will be below the new one you want to add, and click Insert

Click the row header or any box on the right side. On the Ribbon, click Home. In the Cells section, click t under Insert and click Insert Sheet Rows

To add more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box of one of the selected rows) that w the selected rows, and click Insert (After selecting the rows,) On the Ribbon, click Home. In the Cells section, click the arrow button Insert Insert Sheet Rows

If you select rows randomly (non-adjacent), a new row would be created below each of the selected rows. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Adding Columns

1. Right-click Column Header 1 and click Insert 2. Press Ctrl + Home

Deleting a Row
If you have a row you do not need anymore, you can delete it. To delete a row: Right-click the row header and click Delete

Click the row header or any box on its right side. On the Ribbon, click Home. In the Cells section, click D click Delete Sheet Rows

To delete more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box on the right side of one of the sele and click Delete

(After selecting the rows,) On the Ribbon, click Home. In the Cells section, click Delete and click Delete S

To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Deleting Columns

1. Right-click Row Header 1 and click Delete 2. Click Row Header 4

3. On the Ribbon, click Home if necessary. In the Cells section, click the Delete button (or click the arrow under the Delete button and click Delete S 4. Press Ctrl + Home

Moving Rows

As reviewed for a columns, a row can be treated as a container of values. As such, it can be moved from location to another and would carry all the values on the right side of its row header.

To move a row, first click its row header to select it. Position the mouse on one of the horizontal lines of the s

Click and hold your mouse down. Drag up or down. Two horizontal lines would guide you. When you get th desired location, release the mouse.

When you move a row, its boxes move but it assumes the appropriated number based on its new location so sequence would be kept. To move a group of rows, select them. Position the mouse on one of the horizontal lines of the selection:

Click and hold your mouse down. Drag up or down. Horizontal lines would guide you. When you get the desired location, release the mouse. When you move the rows, their boxes move but they assume the nu new location with the appropriate numeric sequence.

Copying and Pasting Rows

When moving one or more rows, their location changes and they keep the values on the right sides of their Sometimes, you may not want to move the row(s) but only their values. This means that you can copy the clipboard and paste them where you want. To copy a row to the clipboard: Right-click the row header and click Copy Click the row header. On the Ribbon, click Home. In the Clipboard section, click Copy

After copying a row to the clipboard, all of its values are made available. To put those values on another row: Right-click the target row header and click Paste Click the row header. On the Ribbon, click Home. In the Clipboard section, click Paste

Cutting the Contents of Rows

Instead of moving a row and its values, you can instead moving only its values but keep the row wherever To support this operation, you can cut a row to the clipboard and paste its values to another row. To temporarily move a row to the clipboard to wait to be pasted: Right-click the row header and click Cut Click the row header. On the Ribbon, click Home. In the Clipboard section, click Cut

After cutting a row to the clipboard, if you do not want to paste it anywhere, you can press Esc. If you want another row: Right-click the target row header and click Paste Click the row header. On the Ribbon, click Home. In the Clipboard section, click Paste

To temporarily move the contents of many rows to the clipboard to wait to be pasted, select the rows as we Then: Right-click either one of the row headers or inside the selection, and click Cut On the Ribbon, click Home. In the Clipboard section, click Cut

If you want to paste the values to another group of rows: Right-click a target row header and click Paste Click a row header. On the Ribbon, click Home. In the Clipboard section, click Paste

When you paste, the values of the boxes under the original rows would be emptied.

Hiding and Revealing Rows

The rows of a list display their values as necessary. Sometimes, you may not need to see all the rows. You some of the rows you need and (temporarily) hide those you do not need. You can hide one row or you can h as you want. To hide a row: Right-click the row and click Hide

Click the row header. On the Ribbon, click Home. In the Cells section, click Format, position the mouse o Unhide, and click Hide Rows

When a row has been hidden, its row header disappears from the numeric sequence and the line between neighbors is thicker than the other dividing lines. To hide many rows, select the rows. Then: Right-click one of the row headers or inside the selection and click Hide

On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and

Rows To reveal the hidden rows: Right-click any row header and click Unhide

On the Ribbon, click Home. In the Cells section, click Format, position the mouse on Hide & Unhide, and Rows

Freezing One or More Rows

When using a long list, you can scroll up and down as necessary. While scrolling down, some rows would be from the top. When scrolling down, some rows would disappear from the bottom. If you want, you can fre that, when you scroll down, a top row the rows above it would not move.

To freeze a row, click the row header of the row that will lead the moving rows. On the Ribbon, click View. In section, click Freeze Panes, and click Freeze Panes.

Practical Learning: Freezing a Row

1. Click Row Header 6 2. On the Ribbon, click View 3. In the Window section, click the Freeze Panes button and click Freeze Panes 4. Press Ctrl + Home

5. Scroll down to Row 76:

6. In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes

Splitting the Rows

Instead of freezing the rows, you can divide the Microsoft Excel series of rows into two groups. Then you c group while the other is fixed.

To split the rows in two groups, click a row header. On the ribbon, click View. In the Window section, clic would display a bar. As mentioned for the columns, the similarities between the freezing and splitting are as follows: The rows are divided in two groups The user can scroll the rows from the bottom side of the divider

The differences between the freezing and splitting are as follows:

If you freeze a row, you can scroll the rows below the frozen line but you cannot scroll the rows above th line. If you split the rows, you can scroll the rows from either the top or the bottom side of the splitting

If you freeze a row, you cannot move the freezing line to another row (you would have to unfreeze the r freeze). If you split the rows, you can move the splitting bar up or down

If you freeze a row, to remove the frozen line, you use the Ribbon. If you split the rows, to remove the s you can double-click it or, in the Window section of the View tab of the Ribbon, you can click the Split bu

Practical Learning: Splitting the Rows

1. Click Row Header 21 2. In the Window section of the Ribbon, click the Split button 3. Press Ctrl + Home 4. Position the mouse on the split bar

5. Scroll in the top frame 6. Scroll in the bottom frame 7. In the Window section of the Ribbon, click the Split button 8. Close Microsoft Excel. If asked whether you want to save, click Yes

The Cells of a Spreadsheet

Cells Fundamentals
Introduction

In Lesson 3, we saw that a list could be described as a series of categories called columns. In Lesson 4, we saw that a list organized the values of columns in horizontals sections called rows. As a list is made of columns and rows, they intersect. The intersection of a column and a row creates a small box called a cell:

In Lesson 3, we saw that, when Microsoft Excel starts, it creates 16,384 columns. In Lesson 4, we sa Microsoft Excel starts, it creates 1,048,576 rows. As a result, when you open Microsoft Excel, you have a tota 1,048,576 = 17,179,869,184 cells available. You can use just a few of them, as will usually be the case, or as many as you want but they are always available.

Among the various ways you can use a cell, we will see in various sections that you can click it or use the key to a cell. You can also right-click a cell. When you do, a multi-part menu would appear:

Notice that the context-sensitive menu is divided in two sections; a toolbar and a menu window. Throughout we will see what the buttons and the menu items represent.

The Location of a cell

Whatever you are doing on a cell, it is always important to know what cell you are working on. The minim information you need about a cell is to know which one you are using at a particular time. To make this recog easier, each cell has an address also called a location. This address or location also serves as the cell's primar

To know the location of a cell, you refer to its column and its row. The combination of the column's name a label provides the address or name of a cell. When you click a cell, its column header becomes highlighted the same way, the row header of a selected cell is highlighted in orange. To know the name of a cell, you can Name Box, which is located at the intersection of columns and rows' headers:

Practical Learning: Identifying a Cell

1. Open the RTHS4.xlsx file

2. Click any cell in the document and notice its name in the Name Box
3. Press Ctrl + Home

Selecting Cells
Introduction

Before doing anything on a cell or a group of cells, you must first select it. Selecting cells is almost e highlighting a word in a text document. Various means are available to select a cell or a group of cells. You mouse only, the keyboard only, or a combination of the mouse and keyboard.

Selecting a Cell

At almost any time, at least one particular cell is selected. The selected cell has thicker borders than the oth cell is referred to as the active cell. This is important because you always need to know where the chan

making are being applied. This means that, whatever you type or format will apply to that particular cell. So will want to work on many cells simultaneously. Therefore, you first have to select the intended cells before p As mentioned already, you can select a cell using the mouse, the keyboard, or a combination: To select a cell using the mouse, just click it. To select another cell, click the new one

To select a cell using the keyboard, since you may have to move focus from one active cell to another, p arrow keys until the desired cell is selected

To select a cell based on its name and using the mouse and keyboard, click in the Name Box, and type t address of the cell To select the first cell of the document using the keyboard only, press Ctrl + Home

Practical Learning: Selecting Cells

1. To select one cell at a time, click cell B6 2. Click cell C4 3. Click cell E8 4. Press the down arrow key 5. Press the right arrow key three times 6. Press Ctrl + Home

Selecting Cells

Instead of only one cell, you may want to perform a common operation on many cells, which means you them first. You can use the mouse, the keyboard, or a combination. You can select cells based on columns rows. You can select cells in a particular region; that is, adjacent cells, or you can select non-adjacent cells: To select all cells of a column: o Click the column header

In the Name box, type the name of a cell of that column and press Enter. Then press Ctrl and the

To select all cells of a series of columns, select those columns as seen in Lesson 2 and notice that all cel selected columns are selected

To select all cells of a row: o o Click the row header as seen in Lesson 3

In the Name box, type the name of a cell of that row and press Enter. Then press Shift and the S

To select all cells of a series of rows, select those rows as seen in Lesson 3 and notice that all cells on th of the selected rows are highlighted

To select cells in the same region using the mouse only, click and hold your mouse on one cell, then dra up, left or right, to the last cell in the range

To select cells in the same region using the keyboard only, press the arrow keys a few times until the ce at one corner is selected. Press and hold Shift. Press the arrow keys left, right, up, or down. If you press arrow key, the currently highlighted cell and the cell to its right would be selected. If you press the down the current cell and the cell under it will be highlighted. You can also press the left or up arrow key. You the arrow keys many times in the direction of your choice. Once you have achieved the selection you wa the Shift key

To select non-adjacent cells, click one of the cells. Press and hold Ctrl. Click each of the desired cells. On selection is complete, release Ctrl

To select all cells on a worksheet, you can press Ctrl + A. Alternatively, you can click the button at the in of the row header and row headers

Practical Learning: Selecting Cells

1. To select multiple cells on the same column, click Column Header C 2. To select multiple cells on the same row, click Row Header 15 3. To select cells in a range, click and hold the mouse on cell B8, your mouse turns into a big + sign

4. Drag the mouse in the right direction until 17.50 in cell F8 is selected, then release the mouse. Notice th are selected

5. Click Cell C7 6. Press and hold Shift 7. Then click Cell C15 and release Shift

8. Click cell C7 and hold the mouse down 9. Drag the mouse right and down to cell E11 to include it in the highlighted range 10. Release the mouse. That selects adjacent cells in the same area

11. Click Cell B6 12. Press and hold Shift 13. Press the down arrow key twice 14. Press the right arrow key 4 times 15. Release Shift 16. Press Ctrl + Home 18. Release Ctrl

17. To select cells at random, click cell D9. Press and hold Ctrl. While you are holding Ctrl, click cells B7, H1

19. Press Ctrl + Home

20. To select all cells, click the button on the intersection of the row and row headers 21. To deselect, click cell C4 22. Press Ctrl + Home

Lessons Conventions
From now on, unless specified otherwise, the following conventions will be used Instruction Click G5 Select B2:F8 Means Click cell G5 Select cells from B2 to F8, and that will include all cells in the range B2 to F8 Using your mouse, click cell F4. On the other hand, if I write press F4, I mean using your keyboard, press function key F4. Remember that "click" refers to using the mouse and "press" refers to using the keyboard Position the mouse on the row header which is the gray box

Select cells D4, B10, A2, and H16 Select only those cells at random Click cell F4 Select row 4

where the row number is displaying, then click Select rows 4 and 5 Select rows 4:8 Select row E Select rows D and F Select rows C:H Use one of the methods we learned to select the row headers Use one of the methods we learned to select the row headers Position the mouse on the row header which is the gray box where the row letter(s) is displaying, then click Use one of the methods we learned to select the row headers Use one of the methods we learned to select the row headers

The Size of a Cell

Introduction

A cell uses a combination of the width of its parent column and the height of its parent role to determine means that the width of a cell is the width of its column and its height is that of its row. Therefore, to chan the size of a cell, you use the technique of setting the width of columns or the height of cells as we saw in L 4.

Controlling the Widths of Cells

In future lessons, we will see how to enter values in cells. We will find out that it is not unusual that the con goes beyond its normal size. To show the hidden content of a cell, you can resize it. As seen in Lesson 2:

To control the width of all cells of a column, position the mouse on the separating line between two colu Drag left or right until you get the desire width. Then release the mouse.

To change the widths of cells of a group of columns, first select the columns, whether in a range or rand Position the mouse on the column header border of one of the selected columns. Click and drag left or ri direction of your choice until you get the desired with. Then release the mouse.

If a cell under a column header displays the width you want, click the box that has the desired width. Th o o Double-click the separating line between the column header On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width

If many columns have some cells width a desired width, select those cells as we saw earlier. Then: o o Double-click the separating line on one side of the column headers On the Ribbon, click Home. In the Cells section, click Format and click AutoFit Column Width

To precisely set the width of cells under a column: o o Right-click the column header and click Column Width...

Click a column header or any of its cells. On the Ribbon, click Home. In the Cells section, click Fo click Column Width...

To specify the same width for many columns: o o o

Select a range of columns. Right-click either one of the column headers or inside the selection an Column Width...

Randomly select a group of (non-adjacent) columns. Right-click one of the column headers and c Width... Select the columns, whether in a range or randomly (non-adjacent). On the Ribbon, click Home.

section, click Format and click Column Width...

Any of these actions would open the Column Width dialog box. From there, accept or enter the desired v click OK To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Practical Learning: Setting the Widths of Cells

1. Click Cell D4 to select it 2. On the Ribbon, click Home if necessary. In the Cells section, click Format and click AutoFit Column Width 3. Select Cells E4:I4 4. In the Cells section of the Ribbon, click Format and click Column Width... 5. Type 10 and click OK 6. Press Ctrl + Home

Controlling the Heights of Cells

In Lesson 3, we saw different techniques of setting or controlling the heights of rows. Actually, these apply to right side of the rows. As a reminder:

To change the height of the cells of a row, click the lower border of a row header. Drag up or down until desired height. Then release the mouse

To change the height of cells on the right sides of a group of rows, first select the rows. Position the mou bottom border of one of the selected rows. Click and drag up or down in the direction of your choice unt desired height. Then release the mouse. If the cells on the right side of a row header are too short or too tall, to change their height: o o Double-click the bottom border of the row header

Click the row header. On the Ribbon, click Home. In the Cells section, click Format and click Auto Height

To precisely specify the height of cells of a row: o o Right-click the row header and click Row Height...

Click a row header or any box on its right side. Then, on the Ribbon, click Home. In the Cells sect Format and click Row Height...

To precisely set the same height for cells of many rows: o o o Select a range of rows. Right-click either one of the row headers or inside the selection and click Height...

Randomly select a group of (non-adjacent) rows. Right-click one of the row headers and click Row

Select the rows. On the Ribbon, click Home. In the Cells section, click Format and click Row Heigh

This would call the Row Height dialog box where you can type the desired value and click OK or press En To undo any of these actions:

On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Adding Cells
Creating Cells Vertically

As mentioned already, when Microsoft Excel starts, it creates billions of cells for you. As we will see in the you can then use the cells to enter the values you want in your spreadsheet. As a list displays its values, you insert a value between two existing cells.

In Lesson 2, we saw that you could insert a new column to get new cells on the left side of a series of e Instead of using the column to perform this operation, you can do it from inside the cells. To add a new column:

Right-click a cell that belongs to the column that will follow the new column and click Insert... This would Insert dialog box. To insert a new column, click the Entire Column radio button before clicking OK:

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow button under Insert and clic Sheet Columns

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click

When you perform any of these operations, a new column would be created on the left side of the column w clicked or right-clicked:

To add more than one column, first select the cells, either in a range:

Or at random:

Then:

Right-click one of the selected cells and click Insert... In the Insert dialog box, click the Entire Column ra and click OK

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert Columns

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click

When you perform one of these actions, if the cells were selected in a range, the same number of colum created on the left side of the range that was selected. If the selected cells where not adjacent, new colum created on the left side of the column of each cell that was selected or on the left side of each group of ce selected.

The techniques of inserting columns that we saw in Lesson 2 and above are used to add a complete column. you will want to create, add, or insert a new cell between two existing cells. To perform this operation v would ask Microsoft Excel to consider a cell, move all cells under it by one step down. Once this is done, y presented with a new empty cell where the other was. To insert a cell vertically between two cells: Right-click the cell that will be pushed down along with the cells under it, and click Insert...

Click the cell that will be pushed down along with its bottom neighbors. On the ribbon, click Home. In th section, click the arrow button under Insert, and click Insert Cells...

Any of these actions would call the Insert dialog box. From it, to insert a cell and push the other cells down, c Cells Down radio button:

When you click OK, each cell would be pushed down up to the cell that must be created:

In the same way, you can first select cells in a column, either in a range or randomly, and insert new cells. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Creating Cells Horizontally

In Lesson 3, we saw that you could add a new row to get a new series of cells aligned horizontally. Those op also be performed from cells. To add a new row:

Right-click a cell that belongs to the row that will be below the new row and click Insert... This would op dialog box. To insert a new row, click the Entire Row radio button and click OK

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow button under Insert and click Sheet Sheet Rows

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Column radio button and click

Any of these actions would add a new row above the cell that was selected. To add more than one column, first select the cells, either at random or in a range

Then:

Right-click one of the selected cells and click Insert... In the Insert dialog box, click the Entire Row radio click OK

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert

Click a cell. On the Ribbon, click Home. In the Cells section, click the arrow under Insert and click Insert would open the Insert dialog box. To insert a new column, click the Entire Row radio button and click OK

If the cells were selected in a range, the same number of rows would be created above the cells. Imagine cells where not adjacent:

If you insert the rows, a new row would be inserted above each selected row:

Any of these techniques adds a complete row to the list. Sometimes, you will only want to add a new cell. Microsoft Excel to push some cell to the right and create room for one or more new cells. To insert a cell horizontally between two cells: Right-click the cell that will be pushed to the right along with the cells on its right, and click Insert...

Click the cell that will be pushed to the right along with its right neighbors. On the ribbon, click Home. In section, click the arrow button under Insert, and click Insert Cells...

Any of these actions would call the Insert dialog box. From it, to insert a cell and push the others to the rig Shift Cells Right radio button. To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Removing Cells
Introduction

Besides adding cells, a list maintenance also consists of deleting or moving cells. In Lesson 2, we saw how t or more columns. The problem is that, when you delete a column, all of its cells a lost. In the same way, if row, all of its cells are lost also. Sometimes you want to remove only one or more cells but keep the othe same column or the same row. Fortunately, Microsoft Excel supports various techniques of removing cells fr

Instead of deleting a whole column, you can delete just one cell or more cells. Because a cell is surrounded b you must indicate what would happen to the other cells or how they would adjust to he new empty spot.

Deleting a Cell

Before deleting a cell, you first make it active. Then you specify if, by removing it, the cells on on its rig moved to the left to close the left empty space. The alternative it to draw the cells from under it up. When been removed, and the cells from the right side have been move left, Microsoft Excel adds a new cell f column. If the cells have moved up, Microsoft Excel creates a cell in the last position of that column. To delete a cell: Right-click the cell and click Delete...

Click the cell. On the Ribbon, click Home. In the Cells section, click Delete and click Delete Cells...

This would display the Delete dialog box. To

To delete more than one row, first select the rows, whether in a range or randomly. Then:

Right-click one of the rows (whether one of the row headers or a box on the right side of one of the sele and click Delete

(After selecting the rows,) On the Ribbon, click Home. In the Cells section, click Delete and click Delete S

To undo any of these actions: On the Quick Access toolbar, click the Undo button Press Ctrl + Z

Worksheets
Worksheets Fundamentals
Introduction
In the previous lessons, we have been referring to a group of cells as a list. The group of cells that constitute a spreadsheet is referred to as sheet and those cells are spread all over it. For this reason, a document whose main purpose is to present a list as a group of cells is referred to as spreadsheet. As you may realize, Microsoft Excel's primary purpose is to help you create lists using readily available cells spread on a sheet that resembles a piece of paper. For this reason, Microsoft Excel is referred to as a spreadsheet application. In Microsoft Excel, the list of cells of a document is called a worksheet. When Microsoft Excel starts, it creates three worksheets. If you don't need all of them, you can delete those that appear useless. You can also add new worksheets as you see fit. If you want Microsoft Excel to always start with less or more worksheets, you can change its default settings in the Excel Options dialog box accessible from the Office Button

Even when they belong to the same document, worksheets can be treated as independent entities, althou suitable that they be treated as a unit.

Selecting a Worksheet
In some circumstances, you will need to perform a general action on a worksheet. Before doing this, you may need to select the contents of the whole worksheet first. Since there are usually many worksheets presented to you, each is represented by a tab on the lower left corner. Therefore, to select a worksheet:

You can click its tab

You can press and hold Ctrl. Then press either Page Up or Page Down. Once the desired worksheet has b selected, you can release Ctrl

If you have many worksheets, to select a range of worksheets, click a tab that is considered one end of the and hold Shift, then click the tab at the end of the range and release Shift. To select worksheets at random, click one of the desired worksheets. Press and hold Ctrl. Then click

worksheet. When the selection has been made, release Ctrl.

Practical Learning: Selecting the Contents of a Worksheet

1. Open the Grier Summer Camp1 workbook 2. To select a worksheet, in the lower left corner, click Sheet3

3. To select another worksheet, click Sheet2 4. Press and hold Ctrl 5. Press Page Up. Notice that you are switched to Sheet1 6. Press Page Down 7. While you are still holding Ctrl, press Page Up. Notice that you are now in Sheet1 8. Release Ctrl 9. Click Sheet1 if necessary. To select more than one worksheet, press and hold Ctrl and Shift 10. Press Page Down once. Notice that Sheet1 and Sheet2 have been selected

11. Press Page Down again to select three worksheets 12. Release Ctrl and Shift then click Sheet1

Worksheets Names
To rename a worksheet: You can double-click its sheet tab, then type a new name You can right-click a sheets tab, click Rename, and type the new name

The starting worksheets are named Sheet1, Sheet2, and Sheet3. You can change any or all of these workshe

While a certain worksheet is selected, on the Ribbon, click Home. In the Cells section, click Format. In t Sheets section, click Rename Sheet:

Then type the new name, and press Enter

Practical Learning: Naming Worksheets

1. To rename the first worksheet, double-click the Sheet1 tab to put it in edit mode 2. Type Request For Time Off 3. To rename the second worksheet, right-click the Sheet2 tab and click Rename from the shortcut menu 4. Type Tuition Reimbursement 5. To rename the third worksheet, click Sheet3 to make it the active worksheet 6. On the Ribbon, click Home if necessary. In the Cells section, click Format and click Rename Sheet 7. Type Time Sheet and press Enter

8. Save the document

The Gridlines and Headings of a Worksheet

Showing the Gridlines of Cells

To show the limits of a cell, it displays borders around it. These borders are also referred to as gridlines. If y can show or hide the gridlines. To hide the gridlines of cells of a worksheet, on the Ribbon: Click Page Layout. In the Sheet Options section, under Gridlines, remove the check mark on View:

Click View. In the Show/Hide section, remove the check mark on the Gridlines check box

To show the gridlines again:

In the Sheet Options section of the Page Layout tab of the Ribbon, under Gridlines, put a check mark on check box In the Show/Hide section, of the View of the Ribbon, click the Gridlines check box

Practical Learning: Hiding the Gridlines

1. Click the Request For Time Off tab 2. On the Ribbon, click View 3. In the Show/Hide section, click the Gridlines check box to uncheck it

4. Click the Tuition Reimbursement tab 5. Press and hold Ctrl 6. Click the Time Sheet tab 7. On the Ribbon, click Page Layout 8. In the Sheet Options section, under Gridlines, click the View check box 9. Save the file

Showing the Headings of a Worksheet

We were introduced to columns in Lesson 2 and to rows in Lesson 3. We also saw the columns start in the to column headers and the rows start on the left by row headers. The column headers and the row characteristics of a worksheet. This means that you can show or hide the column headers or the row h worksheet while the headers are hidden or shown for another worksheet. By default, the column headers and the row headers display on their worksheet. To hide the headers:

On the Ribbon, click View. In the Show/Hide section, remove the check mark on the Headings check box

Click Page Layout. In the Sheet Options section, under Headings, remove the check mark on View:

To show the headers again: In the Show/Hide section, of the View tab of the Ribbon, click the Headings check box In the the Sheet Options section of the Page Layout tab of the Ribbon, click the Headings check box

Practical Learning: Hiding the Gridlines

1. Click the Request For Time Off tab 2. Press and hold Shift 3. Click the Time Sheet tab 4. On the Ribbon, click View 5. In the Show/Hide section, click the Headings check box to uncheck it

6. Click the Tuition Reimbursement tab 7. Click the Request For Time Off tab 8. Save the file

The View of a Worksheet

Introduction

The regular view of a worksheet is referred to as normal. It shows one large and long display of colum Microsoft Access allows you to choose among many other views.

Changing the View of a Worksheet

Instead of the regular or normal view, to change how a worksheet displays its cells, on the Ribbon, click V one of the buttons in the Workbook View section:

Normal: This is the regular view of a worksheet

Page Layout: This would divide the cells into various groups depending on the width of the cells on the

Page Break Preview: This view shows how the pages would be printed by dividing the worksheet in pa

Full Screen: The worksheet would use the whole screen

To get the regular view from Page Layout or Page Break Preview, you can click the Normal button. To get the from Full Screen, you can press Esc.

Operations on Worksheets
The Sequence of Worksheets

By default, worksheets are positioned in a numbered format that makes it easy to count them. More often that, after creating a few of them, you are not satisfied with their positions. You should be able to repositi manner that suits your particular scenario.

To move a worksheet, click and hold the mouse on its tab, then move the mouse in the direction of your you are moving the worksheet, the mouse pointer will turn into a white piece of paper and a small down-poin will guide you. Once the small triangle is positioned in the desired location, release the mouse.

Practical Learning: Controlling Worksheets Positions

1. Click and hold the mouse on the Request For Time Off tab

2. Move the mouse in the right direction. Notice that the mouse pointer turns into a white piece of paper an small triangle that guides you

3. Once the small triangle is positioned between Tuition Reimbursement and Time Sheet, release the mous

4. Now we will move the Time Sheet worksheet because that is the form that employees are using on a reg before anything else. Click the hold the mouse on the Time Sheet tab 5. Move the mouse in the left direction 6. When the small triangle is positioned to the left of Tuition Reimbursement, release the mouse 7. Save the file

Adding New Worksheets

As mentioned already, when Microsoft Excel starts, by default, creates three worksheets. We also mentioned change this default number in the Excel Options dialog box. You can add a new worksheet anytime if necessary.

Some workbooks are quite complete with just one worksheet, but others need as many worksheets as p number of worksheets you use in a particular workbook is conditioned by your needs and the memory of your To add a new worksheet to a workbook: Click the small tab on the right side of the existing tabs

Click the worksheet tab that will succeed the new worksheet and press Shift + F11 On the Ribbon, click Home. In the Cells section, click the arrow under the Insert button and click Insert

Right-click a sheet tab and click Insert... This would display the Insert dialog box:

From the Insert dialog box, you can choose to insert a blank worksheet or insert one of the existing tem worksheet:

Practical Learning: Adding Worksheets

1. To start a new workbook, press Ctrl + N 2. On the Ribbon, click Home if necessary. In the Cells section, click Format and click Rename Sheet 3. Type Students Info 4. Double-click the Sheet2 tab to highlight it 5. Type Emergency Information 6. Right-click the Sheet3 tab and click Rename 7. Type 6th Grade and press Enter 8. Right-click the 6th Grade tab and click Insert

9. In the Insert dialog, make sure that the General property page is selected; if it is not, click it and click W

10. Click OK 11. Right-click the new Sheet4 tab and click Rename 12. Type 5th Grade and press Enter 13. In the Cells section of the ribbon, click the down-pointing button under Insert and click Insert Sheet 15. Type 4th Grade and press Enter 16. Press Shift + F11 17. Double-click the new Sheet tab to highlight it 18. Type 3rd Grade and press Enter 19. Press F4 to add a new worksheet 20. Double-click the new sheet tab to rename it 21. Type 2nd Grade and press Enter 22. Press Shift + F11 to insert another worksheet 23. Right-click the new sheet tab and click Rename 24. Type 1st Grade and press Enter 25. Press F12 to save the workbook 26. Set its name to Solstice Academy1 and press Enter

14. To change the name of the current worksheet, in the Cells section of the Ribbon, click Format -> Renam

Removing Worksheets

As your work progresses, you will decide how many worksheets you need for your particular workbook learned to add worksheets, you can delete or remove the worksheets you don't need anymore. Since a works file, when you delete a worksheet, it is permanently gone. If one or more cells of the worksheet contain d receive a confirmation message to decide.

To delete a workbook: You can right-click its tab and click Delete In the Cells section of the Home tab of the Ribbon, click the arrow of the Delete button and click Delete

Practical Learning: Deleting Worksheets

1. To delete a worksheet, right-click the Emergency Information tab and click Delete

2. Move and arrange the worksheet so that from left to right you will have Student Info, 6th Grade, 5th Gr Grade, 3rd Grade, 2nd Grade, and 1st Grade 3. Save the file

Hiding or Revealing a Worksheet

As mentioned already, by default, Microsoft Excel makes three worksheets available to you. We also review can add new ones or delete some of them. Instead of deleting a worksheet, you can hide it for any reaso necessary. If the workbook contains more than one worksheet, you can hide one or more worksheets or ev workbook. To hide a worksheet in a workbook, click any cell in that worksheet to make it active: Right-click the sheet tab and click Hide

In the Cells section of the Home tab of the Ribbon, click Format, position the mouse on Hide & Unhide, a Sheet

The worksheets tab will disappear from the screen although it is not deleted. To hide a group of worksheets and proceed in the same way. To unhide the hidden worksheets: Right-click any tab and click Unhide...

In the Cells section of the Ribbon, click Format, position the mouse on Hide & Unhide, and click Unhide S

This would open the Unhide dialog box with a list of the the names of the hidden worksheets:

If you have more than one hidden sheet, select the desired worksheet and click OK.

Practical Learning: Hiding a Worksheet

1. Right-click the Student Info tab and click Hide 2. Click the 3rd Grade tab 3. Press and hold Ctrl 4. Click the 1st Grade tab 5. On the Ribbon, click Home if necessary. In the Cells section, click Format, position the mouse on Hide & Unhide, and click Hide Sheet

6. To unhide the worksheets, right-click any sheet tab and click Unhide... 7. In the Unhide dialog box, click 1st Grade and click OK 9. In the Unhide dialog box, click 3rd Grade and click OK 10. Right-click any sheet tab and click Unhide... 11. In the Unhide dialog box, click OK 12. Close Microsoft Excel. If asked whether you want to save, click No

8. In the Cells section of the Ribbon, click Format, position the mouse on Hide & Unhide, and click Unhide S

Worksheets and the Web

You can publish the content of a worksheet to a web page. In Microsoft Excel, you can publish just one work whole workbook. To perform publishing, first decide on what you want to publish, a worksheet or the whole w

To save a file for the web, click the Office Button, position the mouse on Save As and click Other Formats. In Type combo box, select Web Page (.html). Specify whether to save the whole document or only some work Save. Read the message box and click Yes.

Workbooks
Workbooks Fundamentals
Introduction
We have seen that a document in Microsoft Excel is made of one or more worksheets. In reality, a document in Microsoft Excel is called a workbook. In other words, a workbook is the group of worksheets that belong to the same document. This also means that when you start a document in Microsoft Excel, you actually start a workbook. When you save the document, you are said to save a workgroup. When you open a document,

you are said to open a workbook. Based on this, for the rest of our lesson, we will use the word "workbook" to refer to any document in Microsoft Excel.

Practical Learning: Introducing Workbooks

1. Re-start Microsoft Excel 2. To close the current document, click the system close below the first one

Creating a Workbook

When you start Microsoft Excel, it directly creates a workbook for you. You can use that you see fit. At any time, you can create a new workbook. To support the abilit workbooks, Microsoft Excel provides many templates. The default workbook with blank one of the templates. Instead of using the default workbook, Microsoft Excel pro designed and ready-to-use workbooks with complete functionality.

To create a workbook based on the samples provided by Microsoft Excel, click the Office click New. This would display the New Workbook dialog box. In the left frame, under Tem can click a category. In the middle frame, click one of the button to see a preview in the

If you see a template you like, click it and click Create. If none of the templates suits you and if you are conn Internet, in the left frame, under Microsoft Office Online, click a category and select a template in the middle click Download. You can also check for new files on the Microsoft Office web site.

Practical Learning: Creating Workbooks

1. To create a workbook based on a template, click the Office Button 2. In the left frame of the New Workbook dialog box, click Installed Templates 3. In the middle frame, click Blood Pressure Tracker 4. Click Create 5. To add another workbook based on a template, click the Office Button 6. In the left frame of the New Workbook dialog box, click Installed Templates 7. In the middle frame, click Time Card and click Create 8. To add one more workbook from on a template, click the Office Button 9. In the left frame of the New Workbook dialog box, click Installed Templates 10. In the middle frame, click Expense Report and click Create

Working on Many Workbooks

Introduction

A workbook is primarily a document like any other in Microsoft Windows. This means that you can create a new workbook or you can open an existing workbook as we saw in the first lesson. Because Microsoft Excel is a multiple document interface (MDI) application, you can create or open many workbooks at the same time and be limited only by the memory on your computer. In fact, Microsoft Excel allows you to work on various workbooks at the same time as if they were one. For example, you can transfer the contents of columns or cells from one workbook to another on the same screen.

Microsoft Excel as an MDI

As mentioned already, Microsoft Excel is a multiple document interface (MDI). This means that the applicatio to create or open many documents, be able to switch from one to another, or be able to display all of them same screen.

If you create or open many workbooks and while you are working on them, each is represented on the button. You can click the button of the desired workbook on the taskbar to access it. As an alternative, on the can click View. In the Window section, click Switch Windows and click the desired document. The workb currently using would have a check mark on it:

To display many workbooks in the work area of Microsoft Excel, after creating or opening them, on the Ribbo In the Window section, click Arrange All. This would display the Arrange Window dialog box. From there yo one of the radio buttons:

Tiled: The workbooks would display side by side:

Horizontal: Each workbook would display horizontally

Vertically: The workbooks would display side by side:

Cascade: The workbooks would be presented one on top of the other:

To access a workbook: You can click its title bar

On the Ribbon, click View. In the Window section, click Switch Windows, and select its name from the lis

Practical Learning: Working With Many Workbooks

1. To access one of the workbooks, on the taskbar, click BloodPressureTracker1

2. To access another workbook, on the Ribbon, click View. In the Window section, click Switch Windows, an TimeCard1 from the list

Viewing Many Workbooks

If you create or open many workbooks and while you are working on them, each is represented on the button. You can click the button of the desired workbook on the taskbar to access it. As an alternative, on the can click View. In the Window section, click Switch Windows and click the desired document. The workb currently using would have a check mark on it:

Viewing Workbooks Side-By-Side

One of the most valuable features of Microsoft Excel views is that you can juxtapose two or more workbooks same screen. After creating or opening at least two workbooks, to let them share the screen allocated to Mic on the Ribbon, click View. In the Window section, click View Side by Side. This would open the Compare dialog box. From there, click the workbook that will share the screen with the current workbook:

After making the selection, click OK. Each workbook would be displayed each horizontally while they are shar area of Microsoft Excel. Each workbook would have a title bar on its top, the vertical and scroll bars:

To access a workbook: You can click its title bar

On the Ribbon, click View. In the Window section, click Switch Windows, and select its name from the lis

To close a workbook, you can click its system Close button.

Practical Learning: Viewing Workbooks Side-By-Side

1. On the Ribbon, click View if necessary. To view the workbooks side by side, in the Window section, click View Side by Side 2. In the Compare Side by Side dialog box, click the ExpenseReport1 and click OK 3. Close each workbook without closing Microsoft Excel 4. When asked whether you want to save, click No

Working With the Worksheets of a Workbook

Freezing a Cell or More Rows

In Lesson 2, we saw that you could use a column as a basis to freeze a group of cells on a vertical line and p

from moving to the left or right when you scroll the other section. In Lesson 3, we saw that you could freeze the cells above that row would not be scrollable. You can combine these two features and apply them to o cell.

To freeze the cells above and on the left side of a cell, click that cell. On the Ribbon, click View. In the Win click Freeze Panes, and click Freeze Panes. When you do this, the cells in the column from the left and the c other left columns would be fixed. The cells in the row above and the cells from the other top rows would be f

To remove the freezing, on the Ribbon, click View. In the Window section, click Freeze Panes, and click Unfree

Practical Learning: Freezing a Row

1. Open the RTHS4.xlsx workbook 2. Click Cell D6 3. On the Ribbon, click View 4. In the Window section, click the Freeze Panes button and click Freeze Panes 5. Press Ctrl + Home

6. Scroll down to be able to see Row 54:

7. In the Window section of the Ribbon, click Freeze Panes and click Unfreeze Panes

Splitting the Interface

In Lesson 2, we saw how to use a column to divide the groups of cells in two vertical sections. In Lesson 3, to divide the cells into two horizontal groups. In both cases, the division made it possible either to scroll fro sections or even to move the dividing bar itself to make one section bigger than the other. Instead of divid the columns or rows, you can use a cell and split the cells into four scrollable groups.

To split the cells into four groups, click a cell. On the ribbon, click View. In the Window section, click Split display two bars crossing each other. The user can scroll in one of the groups. To increase the width or some sections, you can position the mouse on one of the bars or on the intersection of the bars, then click an direction of your choice until you get the sizes you want. Then release the mouse. To remove the splitting bars, double-click one of the bars or their intersection.

Practical Learning: Splitting the Rows

1. Click Cell E12 2. In the Window section of the Ribbon, click the Split button

3. Position the mouse on the intersection of the split bars 4. Click and drag up and left

5. Scroll in the top-left frame 6. Scroll in the bottom-right frame 7. In the Window section of the Ribbon, click the Split button 8. Save the file

Cells Names
Introduction

In Lesson 2, we saw that each had a name made of 1 to 3 letters. We also saw that each row had a label t considered its name. In our introduction to cells, we saw that Microsoft Excel uses a combination of the column and the name of a row to specify the name of a cell. While you cannot change the name of a column on a row, Microsoft Excel allows you to change the name of a cell. In fact, you can select a group of cells and You have various options.

Naming a Cell
We saw that a cell, each cell, has a name, which is also its location. At any time, to know the name of a check the Name Box.

To name a cell or to change the name of a cell: First click it: o o In the Name Box, replace the name with the desired name and press Enter

On the Ribbon, click Formulas. In the Defined Names section, click Define Name. In the Name tex New Name dialog box, type the desired name and click OK

Click any cell on the workbook: o

On the Ribbon, click Formulas. In the Defined Names section, click the arrow of the Define Name the New Name dialog box, in the Name text box, type the desired name. In the Scope combo box specify the workbook. In the Comment text box, type a few words of your choice if you want. In text box, click the button . On the workbook, select the cell. On the New Name: Refers To dialo the button .

Click OK o

On the Ribbon, click Formulas. In the Defined Names section, click Name Manager. In the Name dialog box, click New... In the Name text box, type the desired name. In the Scope combo box, a specify the workbook. In the Comment text box, type a few words of your choice if you want. In text box, click the button . On the workbook, select the cell. On the New Name: Refers To dialo the button . Click OK. Click Close

Practical Learning: Naming a Cell

1. Open the DAWN Report1.xlsx file 2. To name a cell, click cell C2 3. Click in the Name Box. That highlights C2. Type MainTitle and press Enter

4. Save the file

Naming Cells

We already know how to select a group of cells. If you select more than one cell, the name of the first cell di Name Box. In most operations, this cannot be useful, especially if you want to perform the same operation the selection. Fortunately, Microsoft Excel allows you to specify a common name for the group of selected cel To specify a name for a group of cells: First select the cells as a group using the techniques we learned for selecting cells. Then: o o In the Name Box, replace the string with the new name

On the Ribbon, click Formulas. In the Defined Names section, click Define Name. In the Name tex New Name dialog box, type the desired name and click OK

Click any cell on the workbook: o

On the Ribbon, click Formulas. In the Defined Names section, click the arrow of the Define Name the New Name dialog box, in the Name text box, type the desired name. In the Scope combo box specify the workbook. In the Comment text box, type a few words of your choice if you want. In text box, click the button . On the workbook, select the cells that will be part of the group. On

Name: Refers To dialog box, click the button o

. Click OK

On the Ribbon, click Formulas. In the Defined Names section, click Name Manager. In the Name dialog box, click New... In the Name text box, type the desired name. In the Scope combo box, a specify the workbook. In the Comment text box, type a few words of your choice if you want. In text box, click the button . On the workbook, select the cells to include in a group. On the New Refers To dialog box, click the button . Click OK. Click Close

Practical Learning: Naming Cells

1. The DAWN Report1.xlsx file should still be opened. Select cells A3:D16 2. On the Ribbon, click Formulas. In the Defined Names section, click Define Name 3. In the Name text box of the New Name dialog box, type EREpisodes

4. In the Comment section, type These are cases that brought a few patients to the emergency roo various hospitals in the country. The drug names refer to the types or categories of drugs tha consumed.

5. Click OK

6. Press Ctrl + Home 7. In the Defined Names section of the Ribbon, click Name Manager... 8. In the Name Name dialog box, click New... 9. In the Name text box, type RelatedDeaths

10. In the Comment text box, type: These are cases of deaths that occurred as a result of drug consu abuse. 11. On the right side of the Refers to text box, click the selection button 12. Select cells F3:I16

13. On the New Name - Refers To dialog box, click the selection button

14. Click OK

15. On the Name Manager text box, click Close 16. To review names, select cells A3:D16 and see the Name Box 17. Select cells F3:D16